Repairs and maintenance of air-conditioners in cala municipal offices – sakhisizwe local municipality

Closing date: 30 September 2025 at 12:00 local time. Compulsory briefing session: 17 September 2026 at 12h00 at ERF 5556, Umthatha Road, Cala. No site inspection will be held.

There will be no site inspection for this project. A compulsory briefing session is scheduled for 17 September 2026 at 12h00 at ERF 5556, Umthatha Road, Cala.

Technical enquiries: Mr S. Shazi, 045 931 1011, [email protected]. Supply Chain Management enquiries: Ms Yandiswa Tofile, 045 931 1011, [email protected]. Submission address: 15 Maclear Road, Elliot, 5460.

Bids must be submitted by hand at 15 Maclear Road, Elliot, 5460 (Reception) by 12:00 local time on 30 September 2025. No faxed, couriered, or emailed tenders will be accepted. Envelopes must be sealed and endorsed with the bid number and description: 'REPAIRS AND MAINTENANCE OF AIR-CONDITIONERS IN CALA MUNICIPAL OFFICES: SLM/SCM/16/2026/2027'. Bids will be opened in public immediately after closing. Late bids will be rejected. Bids must be submitted on the official forms provided (not re-typed) and completed in black ink. Corrections must be made by drawing a line through the error, writing the correction above, and initialling it. Bids with unauthorised amendments or qualifications may be rejected. Returnable documents include: fully completed and signed bid document (MBD 1 to 9), latest full CSD report (not older than 3 months), rates clearance certificate (not older than 3 months) or lease agreement if property is leased, CIDB proof of registration, and proof of SAQCC registration. Failure to submit any required document will lead to disqualification.

Bidders must submit: all municipal rates and taxes clearance certificate not older than 3 months (or lease agreement), latest full CSD report not older than 3 months, CIDB proof of registration, fully completed and signed bid document (MBD 1 to 9). Tenders must be submitted by hand at 15 Maclear Road, Elliot, 5460 by 12:00 on 30 September 2025. Envelope must be sealed and endorsed with bid number and description.

Evaluation uses the 80/20 preference point system: Price = 80 points, Specific Goals = 20 points. Pre-qualification evaluation will be undertaken; bidders must score a minimum of 70 points to proceed to financial evaluation. Functionality criteria: Company experience (max 40 points) - at least four relevant projects not older than 7 years; Experience of site personnel (max 30 points) - Air-conditioning Artisan with trade test certificate and 5 years' experience or HVAC Technician with 5 years' experience; Proof of SAQCC registration (30 points) - valid SAQCC Gas Practitioner license. Specific Goals: Woman Owned Company 4 points, Youth Owned Company 6 points, Locality 10 points (attach full CSD report/statement of municipal account/proof of residence).

Scope: Maintenance and repairs to existing air-conditioning units at Cala municipal offices. Deliverables: Signing of an SLA contract between the service provider and Sakhisizwe Local Municipality. A 3-month liability period at 5% retention applies against faulty workmanship or defective materials. The service provider must comply with the Bill of Quantities and Standard Preambles for workmanship. Servicing tasks include: DANKIN VRV III R410A outdoor units (12 units) - inspect air intake/discharge, check and fill refrigerant, check drainage pipes, inspect condenser coil, check electrical connections; wall mounted outdoor inverter units 9000BTU (2 units) - replace filters, inspect air intake/discharge, check and fill refrigerant; indoor under ceiling and wall cassette units (52 units) - replace filter, paste next service date sticker, test thermostat, clean condensate tray, check cooling/heat cycle, inspect evaporator coil and branch selector boxes. All materials must be SANS approved and inspected for good workmanship by the Project Manager.

The contractor shall protect, uphold and maintain all public utilities and services, and shall not interfere with their operation without consent. Contractor must notify Project Manager of any damage and make good at own cost. Fuel, power and water for commissioning of mechanical and specialised equipment shall include cost of reticulation and connections. Contractor must provide noise and dust control to approval of Project Manager. Employees must be identifiable by company name and logos on overalls. High standard of housekeeping required. Working outside normal hours requires approval from Project Manager.

Bidders must furnish details of similar projects completed in the past, including description, contract value, employer name and contactable references. Key personnel: Air-conditioning Artisan with Trade Test Certificate in Refrigeration and Air-conditioning, or HVAC Technician with N6/S4 Diploma, with specified years of experience (5 years for full points, 4, 3, or 2 years for fewer points). Proof of SAQCC Gas Practitioner license required.

All materials used shall be of good standard and SANS approved. All items to be inspected for good workmanship by the Project Manager. The contractor's premises may be inspected at reasonable hours. Non-compliant supplies or services may be rejected; costs of inspection for non-compliance are borne by the supplier.

Bill of Quantities for service and maintenance of air-conditioning units to Cala offices. Includes preliminaries and generals, servicing of DANKIN VRV III R410A outdoor units (12 units), wall mounted outdoor inverter units 9000BTU (2 units), indoor under ceiling and wall cassette units (52 units). Provisional sum of R30,000 for replacement of damaged parts. Sub-total with contingencies at 5%, VAT at 15% (R9,665.25), total amount R74,100.25. Bidders must include VAT in their rates.

Pricing: Bidders must complete the Bill of Quantities, including VAT in their rates. A provisional sum of R30,000 is allowed for replacement of damaged parts. Contingencies at 5%, VAT at 15% (R9,665.25), total amount R74,100.25. Rates are fixed; no contract adjustment allowed during the contract period. Penalties: 10% of the invoice amount may be withheld for failure to deliver as specified. Contract period: two months.

Bidders must be registered on the Central Supplier Database (CSD) and provide a latest full CSD report not older than 3 months. Tax compliance: submit a TCS PIN or CSD number; a printed TCS certificate may also be submitted. Municipal rates and taxes clearance certificate not older than 3 months (or lease agreement if property is leased). CIDB proof of registration (grade 1 ME or higher). SAQCC Gas Practitioner license (certified copy, original stamp not accepted). B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Bids from persons in the service of the state or listed on the Register of Tender Defaulters will not be considered.

Contractor must comply with all requirements of the Health and Safety Specification, including the Occupational Health and Safety Act and Construction Regulations 2014. Allowance for all health and safety requirements, preparation of site-specific Health and Safety Plan, provision of first aid boxes, and compliance with noise and dust control measures.

Contract period: two months. Rates are fixed; no contract adjustment allowed. Penalties: 10% of invoice amount may be withheld for failure to deliver as specified. The municipality is not obliged to accept the lowest or any bid and reserves the right to accept whole or part of the bid. The General Conditions of Contract for Supply Chain Management apply, with special conditions of contract. Performance security may be required within 30 days of award, in the form of a bank guarantee, letter of credit, or cashier's/certified cheque. Payment within 30 days of invoice. Disputes to be resolved through mutual consultation, then mediation, then South African courts.

Bidders must be suitably qualified and experienced. Required documents include: municipal rates and taxes clearance certificate not older than 3 months (or lease agreement if property is leased), latest full CSD report not older than 3 months, CIDB proof of registration (1 ME or higher), and fully completed and signed bid document (MBD 1 to 9). Bidders must have a minimum of 70 points in pre-qualification evaluation to proceed to financial evaluation. Tender validity period is 90 days after closing date.