HVAC maintenance services (36 months) – two service providers required

Closing date: 17 September 2026

Closing time: 12h00

Compulsory briefing session: 3 September 2026, 10:00–12:00 at TASEZ Central Hub, Manitoba, The Willows 340-Jr, Pretoria, 0081 (attendance mandatory)

Last date for clarification enquiries: 11 September 2026 (5 calendar days before closing)

Bid validity period: 120 calendar days from closing date

Tender documents available from: 5 August 2026 at www.tasez.co.za

SCM Office (procurement enquiries):

• Email: [email protected]
• Phone: 012 940 6369
• Contact person: Ms Lucia Buda (document queries)

Technical enquiries: same email and phone (SCM Office)

Submission address: The Procurement Officer, Tshwane Automotive Special Economic Zone, Building 21, CSIR Campus, Meiring Naudé Road, Brummeria, Pretoria (Gauteng)

Briefing venue: TASEZ Central Hub, Manitoba, The Willows 340-Jr, Pretoria, 0081

Submission method: hand-delivered only (no electronic, email, fax, telegram, or telex submissions accepted).

Submission address: The Procurement Officer, Tshwane Automotive Special Economic Zone, Building 21, CSIR Campus, Meiring Naudé Road, Brummeria, Pretoria (Gauteng). Tender box is at the Main Gate.

Closing date and time: 17 September 2026 at 12h00. Late bids will not be considered.

Required format: one original hardcopy in a sealed envelope marked "For attention: Supply Chain Management" with the RFP number, tender description, closing date/time, company name, and return address. A flash disk containing a scanned copy of the signed original must be secured inside the file.

Bidders must initial every page of the RFP document on the bottom right-hand side.

Returnable forms and documents (all must be completed, signed, and submitted):

• SBD 1 (Invitation to Bid): fully completed and signed; separate form per JV/consortium partner.
• SBD 4 (Declaration of Interest): fully completed and signed; separate form per JV/consortium partner.
• SBD 6.1 (Preference Points Claim): fully completed and signed.
• SBD 6.2 (Local Content Declaration): fully completed and signed; non-submission results in zero B-BBEE points.
• Company registration documents (CIPC).
• Valid SARS Tax Compliance Status Pin / TCS certificate (or CSD report if no Pin).
• Valid CSD report (not older than 3 months).
• Valid Letter of Good Standing with COIDA or RMA.
• Valid B-BBEE certificate (SANAS-accredited for QSE/Generic; sworn affidavit for EME).
• Proof of SARACCA registration.
• CIDB Grade 1 ME or higher.
• Proof of residential address in specified Tshwane wards (6, 15, 18, 28, 38, 41, 43, 67, 86) via signed and stamped letter from Ward Councillor.
• For JV/consortium: letter of intent, letter of authority, consolidated B-BBEE certificate.
• Completed pricing schedules (Tables 8 and 9) for Package 1 and/or Package 2; incomplete price list renders bid non-responsive.

Disqualification risks: any returnable form unsigned or omitted; submission after closing time; incomplete price list; failure to meet mandatory requirements (SARACCA, CIDB, ward address, COIDA, B-BBEE Level 3 minimum).

Three-stage evaluation:

Stage 1 – Administrative Requirements (pass/fail, no points): CIPC registration; valid Tax Pin/TCS certificate or CSD report; valid CSD report (≤3 months); valid COIDA/RMA Letter of Good Standing; valid B-BBEE certificate (SANAS for QSE/Generic, affidavit for EME); completed and signed SBD 1, SBD 4, SBD 6.1, SBD 6.2 (non-submission of SBD 6.2 = zero B-BBEE points).

Stage 2 – Mandatory Requirements (pass/fail): SBD 4; valid COIDA Letter of Good Standing; valid SARACCA registration; proof of residential address in specified wards via Ward Councillor letter; CIDB Grade 1 ME or higher. Only bidders passing all mandatory requirements proceed to functionality evaluation.

Stage 3 – Technical/Functionality Evaluation (minimum 70/100 points required):

• Company Experience (40 points): reference letters on client letterhead with contact details for completed HVAC maintenance projects — 5 references = 40 pts, 4 = 30 pts, 3 = 20 pts, 2 = 10 pts, 1 = 5 pts, 0 = 0 pts. Completion certificates, award letters, and purchase orders not accepted.
• Competent Person Experience (20 points): detailed CV of one named competent person — >4 years = 20 pts, >2–4 years = 10 pts, 1–2 years = 5 pts, <1 year = 0 pts. Failure to name the person results in non-evaluation.
• Competent Person Qualifications (30 points): all four required qualifications = 30 pts; fewer qualifications scored proportionally (details truncated in source).
• Methodology (10 points): proposed methodology including essential equipment, tools of trade, and fall protection plan.

Stage 4 – Price and Specific Goals (80/20 preference point system): price = 80 points, specific goals = 20 points. Risk assessment conducted on top three ranked bidders.

Scope: comprehensive preventative and reactive/corrective maintenance of all HVAC systems at TASEZ Phase 1 and Phase 1A facilities for 36 months. Two service providers will be appointed, each allocated a predetermined set of units.

Asset quantities and maintenance frequencies:

• Mid-wall/split air conditioning units: 151 units — minor service 3×/year, major service 1×/year (filter washing, coil cleaning, refrigerant checks, lubrication, inspection reports).
• Ducted/ceiling hideaway units: 19 units — minor service 3×/year, major service 1×/year (same as mid-wall plus duct cleaning for major).
• Cassette units: 56 units — minor service 3×/year, major service 1×/year (same as mid-wall plus duct cleaning for major).
• Rooftop units/AHUs: 2 units — minor service 3×/year, major service 1×/year (coil cleaning, motor inspection, belt tension, bearing greasing, control system evaluation).
• CRAC units: 13 units — minor service 3×/year, major service 1×/year (fan motor current check, vibration inspection, control system evaluation).
• Fan units and ductwork: 190 units — minor service 3×/year, major service 1×/year (fan motor current, vibration, corrosion, blade cleaning).
• Filter bank units: 67 units — cleaning 12×/year (wash/replace filters).
• Louvre/diffuser/grille/valve units: 1,161 units — cleaning 4×/year.
• Geyser heat pump systems: 15 units — annual service 2×/year (refrigerant checks, lubrication, inspection report).

Standards: SANS 10400, SANS 10139, SANS 1929:200, SANS 10147, and manufacturer recommendations.

Reactive maintenance: quote and repair method required for client approval before work; all replacements require client approval.

Critical spares to be supplied by contractor: filters, refrigerant/fluid lines, condensate/refrigerant pumps, refrigerant gas, PC boards, condenser capacitors, fan/blower motors, contactors, transformers, door switches, disconnect fuses, high-pressure switches.

Emergency service: 24/7 call-out; technician on site within required response time after notification.

Health and safety: compulsory health and safety file submission to TASEZ SHE Manager before work commencement, including CIPC registration, COIDA letter of good standing, public liability insurance, site-specific legal organogram, legal appointments, employee ID copies, medical fitness certificates, SHE training records, CVs and certificates, vehicle insurance and driver's licences, signed SHE policy, health and safety plan, fall protection plan (competent person), baseline risk assessment, method statements, safe operating procedures, incident reporting procedure, emergency response plan and contact list, equipment maintenance logs, legal inspection registers.

Work at height: units accessed via ladder and cat ladder to rooftop; safety harnesses and safe height-work procedures required.

Bidders must submit a methodology describing how work will be carried out, including essential equipment, tools of trade, and fall protection plan/action plan. Scored out of 10 points in functionality evaluation.

Company Experience (40 pts): reference letters on client letterhead with contact details for completed HVAC maintenance projects — 5 refs = 40 pts, 4 = 30 pts, 3 = 20 pts, 2 = 10 pts, 1 = 5 pts, 0 = 0 pts. Competent Person Experience (20 pts): one named competent person with detailed CV — >4 years = 20 pts, >2–4 years = 10 pts, 1–2 years = 5 pts, <1 year = 0 pts. Competent Person Qualifications (30 pts): four required qualifications (NQF Level 5/N6 or Diploma or above in relevant field, plus three others truncated in source); all four = 30 pts, fewer scored proportionally. Failure to name competent person = non-evaluation.

Maintenance must conform to SANS 10400, SANS 10139, SANS 1929:200, SANS 10147 and manufacturer recommendations. Preventative maintenance tasks per asset type and frequency are specified in Table 1 (minor/major services with detailed checklists: filter washing/cleaning, coil cleaning (water/solvent), refrigerant charge checks (superheat/sub-cool), lubrication, motor inspection, belt tension, bearing greasing, control system evaluation, inspection reports). Reactive maintenance requires client-approved quote and method before repairs; all replacements require client approval. Contractor must supply critical spares (filters, refrigerant lines, pumps, gas, PC boards, capacitors, motors, contactors, transformers, switches, fuses, pressure switches). Emergency service 24/7 with on-site technician response. Health and safety file with extensive documentation required before work commencement.

Two packages available; bidders may bid for one or both. Pricing Schedule (Table 8 for Package 1, Table 9 for Package 2 — Table 9 not fully extracted): rates per unit per service (excl. VAT) with annual escalation for Years 1, 2, 3. Asset lines match scope quantities: mid-wall/split (151 units), ducted (19), cassette (56), rooftop/AHU (2), CRAC (13), fan units (108), filter banks (53), louvre/diffuser/grille/valve (581), geyser heat pumps (7). Minor/major service frequencies as per scope. SHE BOQ sum, total excl. VAT, VAT 15%, total incl. VAT. Ad-hoc costs: normal time labour (07h00–18h00) — competent person hourly rate; other rates expected. Incomplete price list = non-responsive. TASEZ may assess market-relatedness and negotiate.

Pricing format: priced schedules (Tables 8 and 9) for two separate packages; bidders may bid for one or both packages. Rates per unit per service (excluding VAT) with annual escalation for Years 1, 2, and 3. Total amount excluding VAT, VAT at 15%, total including VAT. Ad-hoc costs: labour rates for normal time (07h00–18h00) — competent person hourly rate; other labour categories and after-hours/emergency rates expected but not fully detailed in extracted text. Incomplete price list renders bid non-responsive. TASEZ reserves right to assess market-relatedness of pricing and negotiate with preferred bidder(s) per internal SCM processes and Preferential Procurement Regulations 2022. Contract duration: 36 months. Bid validity: 120 calendar days from closing date. No explicit performance bond, guarantee, or insurance amounts stated in extracted text beyond public liability insurance required in H&S file.

Mandatory compliance documents:

• CIPC company registration.
• Valid SARS Tax Compliance Status Pin / TCS certificate (or CSD report if no Pin); each JV/consortium party must submit separately.
• Valid CSD report (not older than 3 months).
• Valid Letter of Good Standing with COIDA or RMA.
• Valid B-BBEE certificate: minimum Level 3; SANAS-accredited for QSE/Generic; sworn affidavit for EME (turnover <R3 million). QSE/Generic with <51% black shareholding must submit full SANAS certificate with all elements; 51%/100% black-owned QSE and EME >R3 million turnover must submit SANAS certificate to meet 40% sub-minimum on Skills Scorecard.
• CIDB Grade 1 ME or higher.
• Valid SARACCA (South African Refrigeration and Air Conditioning Contractors Association) registration.
• Proof of residential address in Tshwane wards 6, 15, 18, 28, 38, 41, 43, 67, 86 via signed and stamped Ward Councillor letter.
• No director/shareholder in service of the state (unless Treasury permission letter provided).

Returnable forms (completed and signed):

• SBD 1 (Invitation to Bid).
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Points Claim).
• SBD 6.2 (Local Content Declaration) — non-submission = zero B-BBEE points.
• For JV/consortium: separate SBD 1 and SBD 4 per partner; letter of intent; letter of authority; consolidated B-BBEE certificate.
• Public liability insurance (required in H&S file).
• 30% SMME involvement target for Generic entities (turnover >R50 million) per amended B-BBEE Codes.

Compulsory health and safety file submission to TASEZ SHE Manager before work commencement. File must include: CIPC registration; COIDA letter of good standing; public liability insurance; site-specific legal organogram (roles, responsibilities, competences, contacts); legal appointments; employee list with ID copies; medical fitness certificates; SHE training records; CVs and certificates; vehicle insurance and driver's licences; signed SHE policy communicated to employees; health and safety plan; fall protection plan (competent person); project baseline risk assessment; method statements; safe operating procedures; incident reporting procedure; emergency response plan and contact list; equipment maintenance logs; legal inspection registers. Work at height: rooftop access via ladder/cat ladder; safety harnesses and safe height-work procedures mandatory.

Contract duration: 36 months. Contract form: SBD 7 (Form of Offer and Acceptance) to be signed by successful bidder. Contract conditions based on Service Level Agreement (SLA). General Conditions of Contract (GCC) apply as annexure, binding regardless of return/initialling. Special conditions include: TASEZ may amend bid conditions, validity, specifications, or extend closing date before closing; TASEZ not obliged to accept lowest bid; TASEZ may award to empowerment company or require JV with empowerment company; TASEZ may award whole or in part without reasons; TASEZ may conduct site visits to verify bid information; incomplete price list = non-responsive; TASEZ may review pricing for market-relatedness and negotiate per internal SCM processes and Preferential Procurement Regulations 2022; bid subject to PPPFA 2000, Preferential Procurement Regulations 2017, GCC, and special conditions; bid conditions not changeable without written TASEZ approval; CSD registration mandatory for business registration, directorship, tax, banking; B-BBEE certificate/affidavit must be submitted. Additional contractual sections: indemnity, precedence, limitation of liability, tax compliance, default/restricted suppliers, governing law, confidentiality, legislative frameworks, supplier due diligence, requirements after award.

Evaluation follows four stages: (1) Administrative compliance (pass/fail) — CIPC, tax, CSD, COIDA, B-BBEE, SBD 1/4/6.1/6.2; (2) Mandatory requirements (pass/fail) — SBD 4, COIDA letter, SARACCA registration, ward address proof, CIDB 1ME+; (3) Functionality (minimum 70/100) — Company Experience 40 pts, Competent Person Experience 20 pts, Competent Person Qualifications 30 pts, Methodology 10 pts; (4) Price and Specific Goals (80/20) — price 80 pts, specific goals 20 pts, with risk assessment on top three bidders.