Two-year HVAC maintenance contract for amathole district & buffalo city metro cluster three

• Bid documents available: 17 June 2026 (downloadable from www.ecdpw.gov.za/tenders).
• Closing date and time: 20 July 2026 at 11:00.
• Tenders will be opened in public immediately after the closing time at the same location.
• Tender validity period: 120 days from closing date.
• Clarification requests must be submitted at least 7 working days before the closing date (by 13 July 2026).
• Addenda (if any) will be issued until 7 working days before the closing date.

• SCM Enquiries: Ms N. Hlonitshwayo, Email: [email protected].
• Technical Enquiries: Mr T. Bityo, Phone: 082 828 1942, Email: [email protected].
• Submission Address: Department of Public Works and Infrastructure, Block B Building – Reception Area, Corner of Scholl & Amalinda Main Rd, East London, 5247.
• Fraud and Tender Abuse Hotline: 0800 701 701.

• Submit bids in sealed envelopes clearly marked with the tender reference: "SCMU5-26/27-0018-AMR INF TWO YEAR TERM CONTRACT FOR SUPPLY, SERVICING, REPAIRS AND MAINTENANCE OF MECHANICAL EQUIPMENT (HVAC) FOR AMATHOLE DISTRICT AND BUFFALO CITY METRO CLUSTER THREE".
• Deposit bids in the tender box at: Department of Public Works and Infrastructure, Block B Building – Reception Area, Corner of Scholl & Amalinda Main Rd, East London, 5247.
• Closing date and time: 20 July 2026 at 11:00. Late bids will not be accepted.
• Bids must be submitted on the official tender documentation issued. No facsimile, electronic, or re-typed submissions are accepted.
• Ensure bids are complete, signed, and include all required returnable documents (e.g., SBD 1, SBD 4, SBD 6.1, Compulsory Enterprise Questionnaire, Form of Offer and Acceptance, Priced Bills of Quantities, Final Summary).
• Bidders must be registered on the National Treasury Central Supplier Database (CSD) and submit proof of registration.
• Joint ventures must submit a Joint Venture Agreement and separate documentation for each partner.
• Only one bid per bidder is allowed. Alternative offers will not be considered.
• Bidders are responsible for ensuring correct delivery to the tender box. The department will not accept responsibility for misplaced or incorrectly delivered bids.
• Tender validity period: 120 days from closing date.
• Clarification requests must be submitted in writing at least 7 working days before the closing date to: [email protected] (SCM) or [email protected] (Technical).

• Evaluation is conducted in two phases:

1. Phase One: Compliance and responsiveness to bid rules and conditions (administrative and mandatory requirements). Non-compliant bids are eliminated.

2. Phase Two: Price and Preference Points (80/20 system) for responsive bids.

• Scoring breakdown:
• Price: Maximum 80 points (80/20 system applies if total tender value ≤ R50 million; 90/10 system applies if > R50 million).
• Specific Goals (PPPFA 2022): Maximum 20 points.
• Specific Goals include:
• B-BBEE compliance (verified via CSD).
• Local Content: Minimum threshold of 100% for designated sectors (Steel Products, PVC, Concrete, Components).
• Locality: Preferred address on CSD must be within Buffalo City Metro (BCM) or Amathole District (not edited after bid issue).
• HDI (Historically Disadvantaged Individuals) ownership.
• Disability: Medical certificate required for disability points.
• Bidders must complete and sign SBD 6.1 to claim Specific Goals points. Failure to do so results in zero points for this category.
• Joint ventures/consortia must submit proportional proof of attributes for Specific Goals points. A JV/Consortium Agreement is required.
• All claims will be verified via CSD or supporting documents (e.g., CIPC certificate, ID copies, SAQA evaluation for foreign qualifications).
• The highest-scoring bidder will be awarded the contract, unless justified otherwise by the department.

• Scope: Two-year term contract for the supply, servicing, repairs, and maintenance of mechanical equipment (HVAC) for Amathole District and Buffalo City Metro Cluster Three.
• Contract Type: NEC3 Term Service Contract (April 2013).
• Eligibility: Contractors must have a CIDB Grading of 3ME or higher in the Mechanical Engineering (ME) class of works.
• Joint Ventures: Allowed if:
• Every member is CIDB-registered.
• Lead partner has a CIDB grading in the ME class.
• Combined grading meets or exceeds 3ME.
• Joint Venture Agreement is submitted.
• Required Qualifications:
• Certified copy of a valid qualification in refrigeration and air-conditioning systems.
• Certificate as an authorised refrigeration practitioner (safe handling of refrigerants).
• Certified ID copy of the technician performing the work.
• Foreign qualifications must include a SAQA evaluation certificate.
• Project References: Minimum of 3 written, contactable references for past projects (client name, contract value, term, contact person, and details). References must be signed by authorised personnel.
• Completion Certificates: Must be submitted to verify past project experience.
• Schedule of Materials & Equipment: Must be provided as part of the bid.
• EPWP (Expanded Public Works Programme) specifications apply.
• Construction Health and Safety compliance is required.
• Practical completion date: 24 months from commencement.
• Performance Bond/Guarantee: Required within 21 days of appointment.

• Pricing must be in South African Rands (ZAR).
• Include all duties, taxes (except VAT), and levies applicable 14 days before the closing date. VAT (15%) must be shown separately.
• Rates and prices must be fixed for the contract duration (24 months) and not subject to adjustment unless specified in the contract.
• Form of Offer and Acceptance takes precedence over any other total amounts in the bid. If no value is reflected, the bid will be considered invalid.
• Performance Bond/Guarantee/Surety: Required after award (within 21 days of appointment).
• Tender Security: Not specified (marked as N/A in the document).
• Payment Terms: Governed by the NEC3 Term Service Contract (April 2013).
• All trades in the Bills of Quantities (BOQ) or Pricing Schedule must be priced. Failure to price all items may lead to elimination.
• Alternative offers are not permitted.

• CIDB Registration: Mandatory with a grading of 3ME or higher in the Mechanical Engineering (ME) class. Status must remain active throughout the bidding process.
• Central Supplier Database (CSD): Registration is mandatory. Submit proof of registration (CSD report) with the bid. Tax compliance will be verified via CSD.
• Tax Compliance: Bidders must be in good standing with SARS. Non-compliant bidders may be granted 7 days to rectify their status; failure to do so results in elimination.
• Compensation Fund: Registration with the Compensation Fund or a licensed insurer is required (proof to be submitted by the preferred bidder).
• B-BBEE: Compliance is required for Specific Goals points. Verified via CSD.
• Local Content: Minimum 100% for designated sectors (Steel Products, PVC, Concrete, Components). Submit a completed Declaration Certificate for Local Content and Production.
• Locality: Preferred address on CSD must be within Buffalo City Metro (BCM) or Amathole District to claim full locality points.
• POPIA: Protection of Personal Information consent form must be completed and signed.
• SBD Forms: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Point Claim) must be completed and signed.
• Compulsory Enterprise Questionnaire: Must be completed and signed (separate forms for each JV partner).
• Resolution to Sign: Required for companies, close corporations, partnerships, or joint ventures. Proof of authorisation to sign must be submitted.
• No conflicts of interest: Declaration of Employees of the State or other State Institutions must be completed.
• Register of Tender Defaulters: Bidders or their directors/shareholders must not be listed.
• Construction Regulations 2014: Compliance with Occupational Health and Safety Act requirements is mandatory.