St albans prison: boiler maintenance and repairs – 36-Month contract

Closing: 24 November 2026 at 11:00

Compulsory site/bid briefing: 12 November 2026 at 10:00, at St Albans Prison. Attendance is compulsory; proof required (signed DPW-16 certificate or attendance register).

Validity period: 84 calendar days from closing.

SCM enquiries

• Contact: Nwabisa Nkangana
• Role: SCM Official
• Telephone: 041 408 2055
• Email: [email protected]

Technical / project enquiries

• Contact: Portia U Mvana
• Role: DPWI Project Manager
• Telephone: 041 408 2181
• Cell: 082 327 4062
• Email: [email protected]

Submission address

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha, 6001

Submission method and address

• Delivery: hand-delivered to the bid box.
• Bid box address: Department of Public Works & Infrastructure, Eben Donges Building, Corner Robert & Hancock Street, Gqeberha, 6001.
• Closing date and time: 24 November 2026 at 11:00.
• Corrections must be crossed out and initialled; correction fluid is prohibited.
• The bid must be completed in non-erasable ink.
• Only bids properly received by the closing time will be considered.

Returnable forms and documents — all must be completed and signed where required:

• DPW-07: Form of Offer and Acceptance — the covering offer binding the bidder to the contract terms.
• PA-11: Bidder's Disclosure — disclosure of any interest or connection with the state.
• PA-15.1, PA-15.2, PA-15.3: Resolutions authorising the signatory, including for consortia or joint ventures.
• DPW-16: Tender Briefing Meeting Certificate — proof of attendance at the compulsory briefing.
• DPW-21: Record of Addenda — confirmation of receipt and compliance with any addenda.
• PA-40: Declaration of Designated Groups for Preferential Procurement.
• DPW-09: Particulars of Tenderer's Projects — details of current and previous projects; an own form with identical details is accepted.
• PA-16: Preference Points Claim Form under the Preferential Procurement Regulations 2022.
• Proof of CSD registration, including supplier registration number on the offer form.
• B-BBEE certificate or sworn affidavit (per applicable thresholds).
• Priced Bill of Quantities or Pricing Schedule.
• Bank rating letter/certificate (for functionality evaluation).
• Reference letters/testimonials on the departmental templates provided.
• Copies of accreditations/registrations for key personnel (trade test, boiler operator training certificate, electrician's wireman's licence).
• For consortia/JVs: consolidated B-BBEE certificate from a SANAS-accredited provider.

Disqualification risks:

• Failure to attend the compulsory site/bid briefing meeting.
• Any unpriced item in the Bill of Quantities or Pricing Schedule.
• Failure to indicate percentage mark-up on provisional amounts.
• Submission of more than one bid or an alternative offer.
• Evidence of collusion or communication with other bidders.
• Using a previously certified copy of a document (only original certified copies accepted).
• Late submission regardless of reason.
• Omission of any mandatory returnable form.
• Failure to submit additional requested clarification/documentation within 7 calendar days.

Two-stage evaluation: first functionality, then price and specific goals.

Functionality (out of 100) — minimum qualifying score: 50/100. Bidders must also achieve the minimum points for each of the four criteria individually.

1. Relevant experience (25 points, minimum 5): reference letters for completed maintenance/repair/new installation of boilers in the last 5 years, each with a contract value greater than R 900,000.

• 3 references: 5 points
• 4 references: 10 points
• 5 references: 15 points
• 6 references: 20 points
• More than 6 references: 25 points

2. References from project managers/clients/consultants indicating satisfactory performance (25 points, minimum 5): signed reference letters on the departmental template, each for a boiler project with value greater than R 900,000, with performance rated at least 'satisfactory'.

• 3 references: 5 points
• 4 references: 10 points
• 5 references: 15 points
• 6 references: 20 points
• More than 6 references: 25 points

3. Financial capacity (20 points, minimum 8): bank rating letter/certificate from the banking institution, dated no earlier than 3 months before closing, for an amount greater than R 2 million over 12 months.

• Rating D: 8 points
• Rating C: 12 points
• Rating B: 16 points
• Rating A: 20 points
• If multiple codes appear, the lowest code will be considered; any code lower than D renders the bid non-compliant.

4. Competence of key personnel (30 points, minimum 6): based on number of key staff offered (minimum 3 made up of 1 millwright/fitter, 1 boiler operator, 1 electrician).

• 3 staff: 6 points
• 4 staff: 12 points
• 5 staff: 18 points
• 6 staff: 24 points
• 7 or more staff: 30 points

Mandatory submissions: copies of Trade Test Certificate for millwright/fitter, boiler operator training certificate/confirmation letter, and electrician's wireman's licence card. No CVs required.

Price and specific goals (80/20 or 90/10 system): the document indicates both 80/20 and 90/10 are options; the applicable system is not clearly stated. The preference point system will allocate points for specific goals (out of 20) as per the Preferential Procurement Regulations 2022.

Specific goals (out of 20):

• 51% black-owned EME/QSE: 10 points (SANAS B-BBEE certificate or sworn affidavit)
• Located in Eastern Cape Province: 2 points (municipal rates statement, account, PTO, or lease agreement in bidder's name)
• 51% black-woman-owned EME/QSE: 4 points (SANAS certificate or affidavit)
• 51% black-person-with-disability-owned EME/QSE: 2 points (SANAS certificate or affidavit plus medical certificate/SASSA registration/NCPPDSA registration)
• 51% black-youth-owned EME/QSE: 2 points (ID copy and SANAS certificate or affidavit)

Objective criteria (applicable: YES):

• This bid is part of four similar boiler maintenance tenders (Fort Glamorgan, Mdantsane, St Albans, Kirkwood prisons).
• The department may award more than one bid to a single contractor, but will allow a winning bidder to select its preferred bid, and may negotiate with the next highest-scoring bidder.
• Negotiation conditions: the department will not give a counter-offer higher than the initial submitted price; award may be at the next bidder's tendered price if it is lower than or equal to the highest scorer's; market-related price adjustments may be applied.

Risk assessment (eligibility): evaluated on technical and commercial risk. Failure on any one criterion renders the bid non-responsive. Requires at least 3 contactable referees confirming satisfactory performance.

Scope: maintenance and repairs of boilers at St Albans Prison for a period of 36 months.

Key personnel requirements:

• Minimum key staff: 1 millwright/fitter technician, 1 boiler operator, 1 electrician.
• Accreditations/registrations mandatory: Trade Test Certificate (millwright/fitter), boiler operator training certificate/confirmation letter, electrician's wireman's licence.
• No CVs required for this bid.

Reference projects: completed maintenance, repair, or new installation of boilers in the last 5 years, each with contract value greater than R 900,000.

Bid document price: R 700.00.

The project is procured under the Eastern Cape Province.

Objective criteria allow the department to award this bid to more than one contractor. The department may pass over the highest-scoring bidder if they are positioned to win multiple of the four similar boiler tenders, and will ask such bidder to select its preferred bid. After selection, the department may negotiate with the next highest-scoring bidder, following the negotiation conditions described in the evaluation criteria.

Bidders must submit reference letters on the departmental templates. At least 3 reference letters are required for minimum points in functionality criteria 1 and 2.

Reference letters must be dated and signed, clearly indicate contract start and end dates, client name and contact details. They must be for a single contract, not a sum of multiple contracts. Appointment letters, award letters, or signed contracts are not accepted as references.

Projects must be for maintenance, repair, or new installation of boilers, completed within the last 5 years, and each with a value greater than R 900,000.

If a bidder's performance is not indicated in the reference letter, it will be deemed unsatisfactory.

Key personnel accreditations must be submitted (trade test, boiler operator training, wireman's licence). No CVs required.

Quality of performance on comparable projects is evaluated as part of the functionality criteria (Criterion 2). Bidders must provide references indicating at least satisfactory performance; if performance is not indicated, it is deemed unsatisfactory.

The department will verify references; referees must respond to enquiries. Non-response or non-contactable referees within the allowed time will not be considered.

Risk assessment includes evaluation of quality of workmanship, extent of reworks, and timeous attention to remedial works, as per form DPW-09.

Pricing must be submitted on the Bill of Quantities/Pricing Schedule. All items must be priced; any unpriced item leads to disqualification. Bidders must indicate percentage mark-up on provisional amounts.

VAT must be included if the total price before VAT exceeds R1 million.

Labour rates must not be below gazetted minimums.

The final offer must include provisional sums and mark-up.

Bid document price: R700.

Contract security options: as per contractual terms.

Pricing must be on the provided Bill of Quantities or Pricing Schedule. Any unpriced item leads to disqualification.

Bidders must indicate percentage mark-up on provisional amounts; failure leads to elimination.

The bidder's final offer must include any provisional sums and the mark-up on them.

VAT must be included in bid prices if the final price before VAT exceeds R 1 million.

Non-VAT vendors who include VAT must, upon request, submit proof of SARS VAT registration within 21 days.

Labour rates per hour in the pricing schedule must not be less than the gazetted minimum per the relevant Bargaining Council, or the national minimum wage where no council exists.

Contract security options (select one):

• Cash deposit of 2.5% of contract sum (excl. VAT)
• Variable guarantee of 2.5% of contract sum (excl. VAT)
• Retention of 2.5% of contract sum (excl. VAT)
• 1.25% cash deposit and 1.25% retention of contract sum (excl. VAT)

Bank rating letter required (for functionality): code A, B, C, or D, for amount greater than R 2 million over 12 months, dated within 3 months before closing.

Estimated value of the project: R 2 million.

CIDB grading: minimum 5 ME or higher (engineering works). Emerging enterprises may qualify with a PE designation if specified, but the higher grade is the stated requirement.

Registration on National Treasury's Central Supplier Database (CSD) is required; supplier registration number must be inserted on the offer form.

Bidders must be CIDB-registered or capable of being registered within 21 working days from closing; proof of application may be submitted with the bid.

Tax compliance status must be valid (implied through CSD).

B-BBEE requirements: submit a SANAS-accredited B-BBEE certificate or a sworn affidavit (for EMEs/QSEs) as applicable. Consortia/JVs must submit a consolidated B-BBEE certificate.

Legal entity documentation (as applicable): close corporation (CK1), private company (CM1, shareholding certificates, statement of auditor, MOI if personal liability company), public company (CM1 and auditor/secretary statement), non-profit company (CK1 and MOI), sole proprietor/partnership (ID copies), trust (trust deed).

Local content / production: This is a services tender; no specific local content percentage stated.

Additional compliance: submit fingerprints for vetting and security clearance forms upon request.

Health and Safety compliance is part of the risk assessment criteria. Bidders must adhere to regulations and maintain a good safety record; transgressions and serious incidents will be evaluated.

Bidders must provide comprehensive information on form DPW-09, which includes health and safety aspects. Failure to complete the form may lead to non-responsiveness.

No separate OHS plan is explicitly required, but compliance with safety regulations is mandatory.

Security options: choose one of the following for the contract sum (excl. VAT): 2.5% cash deposit, 2.5% variable guarantee, 2.5% retention, or 1.25% cash deposit plus 1.25% retention.

Bonds/guarantees must be provided by a registered insurer or bank, using the prescribed pro-forma; no alterations accepted.

Failure to provide bonds, guarantees, proof of insurance, or other documentation as per the conditions of contract constitutes repudiation of the agreement.

The contract is subject to the Facilities Management Conditions of Contract (DPW) and Special Conditions of Bid (SCB-01).

Consortia/JVs must accept joint and several liability for due performance of the contract.

The department may negotiate the price with the preferred tenderer; negotiated price becomes firm and final.

Additional evaluation criteria beyond the standard functionality and price:

• Risk assessment (eligibility) includes technical risks (experience, performance, human resources) and commercial risks (financial capacity, legal action, guarantees, financial statements).
• Failure on any risk criterion may render the bid non-responsive.
• Objective criteria: as detailed in methodology.