Professional services for upgrading and replacement of generator set at ladysmith hospital main substation

Closing date: 18 November 2026 at 11:00.

Compulsory briefing session: 29 October 2026 at 11:00, at Ladysmith Hospital Maintenance Workshop. Attendance is compulsory.

Bidding procedure enquiries:

• Contact: Samkelo Zulu
• Email: [email protected]
• Telephone: 036 638 8097

Technical enquiries:

• Contact: Ms Nthabiseng Tantsi
• Email: [email protected]
• Telephone: 036 638 8000

Submission address:

Department of Public Works: Midlands Region

40 Shepstone Road, Hyde Park, Ladysmith, 3370

Submission method: deposit in the bid box at the Department of Public Works, Midlands Region, 40 Shepstone Road, Hyde Park, Ladysmith, 3370.

Closing time: 18 November 2026 at 11:00.

Bids must be on official forms, not retyped; photocopies allowed but original signature required. Each page must be initialled. Alterations must be initialled; correcting fluid prohibited.

Envelope must show bidder name and address, bid number (WIMS 054881) and closing date; separate sealed envelope per bid.

Late, telephonic, telegraphic, telex, fax, email or post-delivered bids will not be accepted.

Returnable documents (all must be completed and signed):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): ceiling price, rates, phases, travel expenses.
• SBD 4 (Bidder's Disclosure): declares any state employment or connection to procuring institution; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific goals points.
• SBD 7 (Contract Form): to be signed by successful bidder.
• SBD 8 (Declaration of Past SCM Practices) and SBD 9 (Certificate of Independent Bid Determination): certify no collusion and independent pricing.
• Section C: declaration that CSD information is correct and up to date.
• Section D: official briefing session/site inspection certificate.
• Section M: Authority to Sign a Bid (company resolution or power of attorney).
• Appendix A: Bid Pro-forma, stamped and dated.
• Appendix B: Summary of Professional Fees.
• Appendix C: Checklist of Returnable Documents.
• Appendix D: Contract Data & Pricing Data.
• Appendix E: Format for Traceable Reference Letters.
• Proof of CSD registration, ECSA good standing (E2), CIPC registration (E3), tax compliance PIN or certificate.

Disqualification risks:

• Not registered on CSD at closing time.
• Missing or unsigned returnable forms.
• Failure to meet mandatory professional team criteria.
• Late submission for any reason.

Evaluation in three phases:

Phase 1 – SCM Administrative Compliance: correctness of bid documents, CSD registration, tax clearance, and required compliance documents.

Phase 2 – Mandatory Criteria: the entire multi-disciplinary team must include an Electrical Engineer (Principal Agent & Principal Consultant) registered as a Professional Engineer, a Structural Engineer (Pr. Eng.) and a Mechanical Engineer (Pr. Eng.). Only bids meeting this are responsive.

Phase 3 – Price & Specific Goals: 80/20 preference point system.

• Price: 80 points.
• Specific Goals: 20 points.
• Total: 100 points.

Specific goals (20 points) awarded only for promotion of enterprises located in DPWI Midlands Region (Amajuba, Uthukela and Umzinyathi municipalities). Proof required: original or certified letter from Ward Councillor, or certified copy of PTO from Tribal Council, or valid and signed lease agreement.

Failure to submit proof for specific goals means those points are not claimed.

Scope: appointment of a multi-disciplinary professional team for the Department of Health at Ladysmith Hospital for upgrading and replacement of the generator set at the main substation.

Mandatory team composition:

• Electrical Engineer (Principal Agent & Principal Consultant) registered as Professional Engineer (Pr. Eng.) with ECSA.
• Structural Engineer (Pr. Eng.).
• Mechanical Engineer (Pr. Eng.).

All team members must be registered with ECSA and hold valid good standing (PrivySeal).

The team must provide professional services including design, project management and supervision for the generator set replacement.

Pricing must be submitted on SBD 3.3 (Professional Services). Bidders must provide a ceiling price covering all phases and expenses inclusive of all applicable taxes. Provide hourly and daily rates for each person, phases with cost per phase and man-days, and travel expenses (actual costs only, with proof). State period for commencement and estimated man-days. Indicate whether rates are firm for the full contract period; if not, provide adjustment basis (e.g. CPI). Offer valid for 90 days.

Pricing format: SBD 3.3 (Professional Services).

Bidders must indicate a ceiling price based on total estimated time for completion of all phases, including all expenses and all applicable taxes.

Provide hourly and daily rates for each person involved.

Provide phases with cost per phase and man-days.

Travel expenses: only actual costs recoverable, with proof accompanying certified invoices.

State period required for commencement after acceptance and estimated man-days for completion.

State whether rates are firm for the full contract period; if not, provide basis for adjustments (e.g. CPI).

Offer must be valid for 90 days from closing date.

No bid security or guarantee specified in the document.

CSD registration: mandatory at closing time; not registered means disqualification.

Tax compliance: submit SARS TCS PIN or printed certificate; each party in a consortium/JV/subcontract must submit separately.

ECSA registration: valid registration as Professional Engineer (Pr. Eng.) and valid PrivySeal proving good standing (labelled E2).

CIPC registration: printout not older than 1 month (labelled E3).

B-BBEE: a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points.

No bids from persons in the service of the state, or companies/close corporations with directors/members in state service.

SBD 4 (Bidder's Disclosure) and SBD 9 (Certificate of Independent Bid Determination) must be signed.

Specific goals and points (80/20 system):

• Ownership by Black People: 0 points (not applicable) – proof: sworn affidavit signed and dated by Commissioner of Oaths.
• Ownership by Youth: 0 points (not applicable) – proof: certified ID copy and SANAS-approved B-BBEE certificate.
• Ownership by People living with Disabilities: 0 points (not applicable) – proof: original/certified medical certificate and certified ID copy.
• 51% Ownership by Military Veterans: 0 points (not applicable) – proof: military veteran certificate or certificate from Military Veterans Department.
• Exempted Micro-Enterprise (EME): 0 points (not applicable) – proof: sworn affidavit.
• Ownership by Women: 0 points (not applicable) – proof: sworn affidavit and certified ID copy.
• Promotion of enterprises in uThukela District Municipality: 0 points (not applicable) – proof: municipal account, lease agreement, or signed proof of residence from ward councillor.
• Promotion of enterprises in rural areas: 0 points (not applicable) – proof: letter from ward councillor, PTO from tribal council, or lease agreement.
• Promotion of enterprises in a specific province: 0 points (not applicable) – proof: letter from ward councillor, PTO, or lease agreement.
• Promotion of enterprises in DPWI Midlands Region (Amajuba, Uthukela, Umzinyathi): 20 points (applicable) – proof: original/certified letter from ward councillor, certified PTO from tribal council, or valid and signed lease agreement.

A valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) is required to claim preference points.

No specific health and safety requirements are stated in the document beyond the mandatory professional team composition. The team must include registered professional engineers (Electrical, Structural, Mechanical) who would be responsible for the design and supervision of the generator set replacement.

The successful bidder must sign a written contract form (SBD 7). The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract. The bidder must, within two weeks of receiving the completed agreement, arrange delivery of any bonds, guarantees, proof of insurance and other documentation as per the Contract Data. Failure to do so constitutes repudiation. The agreement becomes effective 4 days after posting by registered post, on the day of hand delivery during business hours, or the first business day after faxing. The bidder must notify the Employer in writing within seven working days if unable to accept the agreement contents, otherwise it becomes binding.

Phase 1 (Administrative Compliance) requires: CSD registration with National Treasury (unique reference and supplier number); proof of registration with relevant council (ECSA) – valid letter of good standing, ECSA registration as Pr. Eng., and valid PrivySeal (labelled E2); CIPC registration printout not older than 1 month (labelled E3); SBD 4 (Bidder's Disclosure); and Bid Offer from the Consultant with Appendix A stamped and dated.

Phase 2 (Mandatory Criteria) requires the entire team to include Electrical Engineer (Principal Agent & Principal Consultant) as Pr. Eng., Structural Engineer (Pr. Eng.) and Mechanical Engineer (Pr. Eng.). Only bids meeting this are responsive.

Evaluation is in three phases: Phase 1 – SCM Administrative Compliance (correctness of documents, CSD, tax clearance); Phase 2 – Mandatory Criteria (professional team composition); Phase 3 – Price & Specific Goals using 80/20 system (80 points price, 20 points specific goals).