Appointment of a service provider to maintain the idc’s building management system (bms)

• Procurement Specialist: Luyanda Sibali.
• Email for enquiries: [email protected].
• Telephone: Office: 011 269 3385.
• Submission address: https://idcza-my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgCTvJj9vscJSb3X3zOD7n3uASWUq5_k6xLKsXQU18McT0U.

• Submit bid electronically only via the specified email address: https://idcza-my.sharepoint.com/:f:/g/personal/moitlisim_idc_co_za/IgCTvJj9vscJSb3X3zOD7n3uASWUq5_k6xLKsXQU18McT0U. Bids sent elsewhere will be disqualified.
• Closing date and time: 31 July 2026 at 11h00. Submit at least 30 minutes before deadline to avoid technical issues.
• File size limit: 50MB. Use standard electronic formats (Microsoft suite or PDF). Non-standard formats may cause disqualification.
• Required returnable schedules: Cover Page, Schedule 1 (Executive Summary), Schedule 2 (Annexures 2-8, Board Resolution, ID copy, financial statements, etc.), Schedule 3 (Response to Section 2), Schedule 4 (Price Proposal as separate file).
• Amended bids may be submitted to the same address marked “Amendment to bid” before closing.
• Disqualification risks: Tax non-compliance, incomplete documentation, fraudulent information, non-compliance with mandatory requirements, prime contractor holding lower contract value percentage than subcontractor.

Bidders must pass initial screening (tax compliance, complete documentation), meet all mandatory technical requirements (insurance, labor compliance), and score minimum 70% on functionality evaluation. Prime contractors must not hold lower contract value percentage than subcontractors. Bids not meeting mandatory requirements or submitted incorrectly will be disqualified.

• Scope: Maintenance of IDC’s Building Management System (BMS) using Digitech Niagara ‘4’ infrastructure for a 3-year period.
• Deliverables: Preventative maintenance, emergency callouts, supply/installation of equipment/parts ad-hoc, system monitoring and reporting.
• Technician on site: One technician required on site Mondays and Fridays, 07h00 to 16h00, to perform duties including alarm checks, temperature monitoring, HVAC operation checks, fault finding, report compilation, energy/water usage reporting.
• System availability: Guaranteed 95% or more per month. Critical call-out response within 2 hours, resolve within 4 hours; non-critical response within 4 hours, resolve within 8 hours.
• Supporting documents: Annexures A (Topography), B (Devices and Points), C (List of Equipment) provided.
• Meetings: Monthly SLA review and coordination meetings attendance required.
• Compliance: Staff must have valid Police Clearance, comply with IDC security, provide branded PPE, and submit comprehensive OHS Safety site file within 7 days of appointment.

• Bidder experience: Demonstrate relevant experience in maintaining Niagara BMS systems; provide three contactable references or reference letters for work done in past 5 years.
• Technician qualifications: Proposed technicians must have minimum NQF level 5 qualification in electrical or control systems. Submit list of technicians, CVs highlighting qualifications/experience, and copies of certifications.
• Niagara accreditation: Demonstrate Tridium-authorisation as Niagara Systems Integrator, access to licensed Niagara software, Niagara 4 TCP-certified personnel, or proof of local distributor support. Scoring: one item = 3 points, two items = 4 points, three or more = 5 points.
• Business continuity: Include comprehensive Business Continuity Plan in proposal.

• Maintenance standards: Perform maintenance and part replacement according to manufacturer recommendations and good practice to ensure equipment uptime.
• Reporting: Report system/equipment deterioration trends; compile full-service maintenance log schedule; draw up job cards for emergency callouts or equipment failure.
• Service schedule: Prepare maintenance schedule aligned with Annexures A, B, C; service all equipment monthly; adhere to manufacturer-recommended frequency.
• Documentation: Provide Digitech Niagara BMS Topography, Devices and Points, List of Equipment as supporting documents.

• Pricing tables: Complete Table A (IDC1 preventative maintenance), Table B (IDC2 preventative maintenance), Table C (Niagara Software upgrade), Table D (Supply of equipment/parts ad-hoc).
• Summary of costs: Provide estimated total bid price for 36 months, including subtotals for preventative maintenance, software upgrade, and estimated equipment/parts.
• Emergency call-out costing: Specify transport cost per km, hourly rates for technicians (normal and after hours), and material mark-up tiers based on purchase value.
• Price declaration: Complete Price Declaration Form with total bid amount VAT inclusive.

• Pricing format: All prices must be VAT inclusive and quoted in South African Rand (ZAR).
• Costing model: Provide separate pricing for preventative maintenance for IDC1 and IDC2 (monthly/annual for 3 years), once-off upgrade for Niagara Software Version 4.15, and ad-hoc supply of equipment/parts (prices valid for first 12 months).
• Emergency call-outs/ad-hoc services: Separate costing for work outside maintenance contract, including transport per km, hourly rates for technicians (normal and after hours), and material mark-up tiers.
• Price declaration: Total bid price must be stated in the Price Declaration Form.
• Payment terms: Payments linked to approved deliverables, made within 30 days from invoice.
• Rate firmness: Indicate if rates are firm for full contract period; if not, detail adjustment basis (e.g., CPI).
• National Treasury guidelines: Bidders must indicate if proposed rates align with National Treasury Instruction on Cost Containment Measures.

• Tax compliance: Bidders must be tax compliant with SARS and provide written confirmation.
• B-BBEE: Submit B-BBEE verification certificate or sworn affidavit for EME/QSE. Specific Goals scoring includes black ownership, black women ownership, black designated groups, and promotion of SMMEs.
• Central Supplier Database (CSD): IDC will use CSD to verify company registration, tax status, and other checks.
• Statutory labour requirements: Provide valid Letter of Good Standing from Department of Employment and Labour or tender letter; register employees with UIF, provident fund, COIDA.
• Insurance: Proof of insurance covers required within 2 weeks after appointment: Theft & Malicious Damage (R50,000), Transit & Off-Site Storage (R50,000), Surrounding Property Limit (R500,000), Additional Removal of Debris (R25,000), Claims Preparation Costs (R10,000), Public Liability (R5,000,000).
• Prime contractor/subcontractor: Prime contractor must not hold lower percentage of contract value than any subcontractor.
• POPIA: Comply with Privacy & Protection of Personal Information Act requirements.

• Staff compliance: Ensure staff deployed to site have valid Police Clearance renewed annually; provide within 8 weeks after appointment.
• Site safety: Comply with IDC Security System and Procedures; provide branded PPE and name tags for easy identification; replace worn-out PPE at no cost to employees.
• OHS site file: Provide comprehensive OHS Safety site file within 7 days of appointment, including OHS Policy, Safe-working Procedures, Risk Assessments, Method Statement, Maintenance Service schedule, Department of Labour documents (Letter of Good Standing, COIDA, UIF).

• Bid validity: 120 days from closing date.
• IDC rights: May amend bid conditions, specifications, or extend closing date before deadline; reserves right not to accept lowest bid or any bid; may conduct site visits; may request verification documents; may appoint multiple vendors; final decision on interpretation of requirements.
• Bidder undertakings: Offer binding during validity period; prepare for possible presentation within 5 days if notified; responsible for all preparation costs; supporting documentation becomes IDC property unless stated otherwise.
• Disqualification reasons: Tax non-compliance, incomplete information, fraudulent information, receiving unfair information, non-compliance with mandatory requirements, POPIA non-compliance, prime contractor holding lower contract value than subcontractor.
• Insurance: Required within 2 weeks after appointment: Theft & Malicious Damage (R50,000), Transit & Off-Site Storage (R50,000), Surrounding Property Limit (R500,000), Additional Removal of Debris (R25,000), Claims Preparation Costs (R10,000), Public Liability (R5,000,000).