Maintenance of municipal buildings - main office (phase 1) - RFP wmm lm 000100 mmb

Closing date and time: 19 November 2026 at 12:00

Scope: Maintenance of Municipal Buildings - Main Office (Phase 1).

Contract framework: JBCC Principal Building Agreement Edition 6.2 May 2018 and JBCC General Preliminaries Edition 6.2 May 2018, as amended by the bills of quantities.

Key requirements:

• Compliance with Occupational Health & Safety Act 85/1993 (as amended) and July 2014 Construction Regulations.
• Compliance with Environmental Impact Assessment Regulations 1182 and 1183 (1997) and Noise Control Regulations 1999.
• Insurance: COIDA, Employers Liability ≥ R10 million, all-risks on plant and temporary accommodation, motor vehicle liability, Multilateral Motor Vehicle Accident Fund, third-party motor risks including passenger liability.
• Mandatory appointments: Community Liaison Officer (CLO) with appointment letter submitted to Principal Agent before any Business Forum negotiations; MEPDF coordinator (mechanical, electrical, plumbing, fire services) as part of site management team; competent person for subcontractor delivery schedules and submittals.
• Management team CVs (contracts manager, site agent, foreman, MEPDF coordinator) to be submitted before site commencement; no changes without Principal Agent approval.
• Site access restricted to one entry/exit point; contractor responsible for maintaining access and reinstating on completion.
• Contractor to provide site offices with air conditioning, scanner, A3 lever arch file with full drawing sets, notice board, additional hard hats and reflective vests for visitors.
• Shop drawings: three prints for approval, minimum two-week check period, four prints of approved drawings to be furnished.
• Programme: critical path method, monthly working programmes, terminal float schedule to be agreed.
• Direct contractors: employer may engage direct contractors for tenant installations (list provided); contractor must accommodate them.
• Penalties: R5,000 per calendar day for failure to complete defects list within 90-day defects liability period.

Pricing and payment schedule:

• Provisional bills of quantities; quantities subject to remeasurement.
• Rates fixed irrespective of final quantities; no claims for extras, loss of profit, rate variations due to quantity differences.
• Budgetary allowances and provisional sums may be omitted/reduced at Principal Agent's discretion; no claim for loss of profit or discounts.
• CPAP price adjustment applies unless fixed-price option chosen (all cost variations after tender submission to contractor's account).
• Interim payment certificates: materials and goods separated by CPAP work groups per Annexures E and F.
• Payment certification period: 21 calendar days (amended from 14).
• Contractor must pay subcontractors within 7 calendar days of employer's due date; proof of payment to Principal Agent within 5 working days.
• Specialist equipment and imported materials/labour: list in Annexure J with description, country of origin, foreign currency amount, exchange rate at tender date, CIF value in Rands; import documentation required at tender acceptance.
• Penalties: R5,000 per calendar day (excl. VAT) for failure to complete defects list within 90-day defects liability period; penalty remains until final completion certificate issued.
• Final completion certificate withheld until as-built drawings, guarantees, and maintenance manuals approved.
• No presumption of acceptance of prices submitted during progress for contract instructions or claims.

Pricing: Provisional bills of quantities; rates fixed irrespective of final quantities. CPAP price adjustment applies unless fixed-price option chosen (all cost variations after tender submission to contractor's account).

Payment terms:

• Interim payment certificates per Annexures E and F, separating materials by CPAP work groups.
• Payment certification period: 21 calendar days (amended from 14).
• Contractor must pay subcontractors within 7 calendar days of employer's due date and provide proof within 5 working days.

Insurance requirements (minimum):

• COIDA compliance.
• Employers Liability Insurance ≥ R10 million.
• All-risks cover on construction plant, site huts, temporary accommodation, hired/leased/loaned plant and machinery (employer's interests noted).
• Motor Vehicle Liability Insurance per Multilateral Motor Vehicle Accident Fund.
• Balance of Third Party Motor Risks including passenger liability.
• Declaration of Insurance (Annexure K) to be completed when called upon.

Penalties:

• Late completion of defects list after 90-day defects liability period: R5,000 per calendar day (excl. VAT) until final completion certificate issued.
• Final completion certificate withheld until as-built drawings, guarantees, and maintenance manuals approved.

Price adjustment: Specialist equipment and imported materials/labour to be listed in Annexure J with adjustment basis and base indices; import documentation required at tender acceptance.

Health and safety requirements:

• Compliance with Occupational Health & Safety Act 85/1993 (as amended by Amendment Act 181/1993) and July 2014 Construction Regulations.
• Employer appoints independent safety officer to agree construction phase health and safety plan/specification (forms Annexure M), copied to all subcontractors.
• Contractor acknowledges Section 37(2) agreement: all responsibility for health and safety matters relating to services performed under agreement is contractor's obligation.
• Contractor must comply with all relevant laws, regulations, codes, directives, rules, and security measures; adhere to employer's directives.
• Community Liaison Officer (CLO) must be appointed; appointment letter submitted to Principal Agent before any Business Forum negotiations.
• Contractor to provide additional hard hats and reflective vests (PPE) for client visitors.
• Site access restricted to one entry/exit point; contractor responsible for maintaining safe working environment.
• No workmen allowed to sleep or deposit personal effects on premises; independent shelters/sheds required for watchmen.
• Contractor responsible for safety of survey beacons, bench marks, boundary pegs per Land Survey Act Sections 35 and 36; costs for replacement borne by contractor.
• Pollution control: contractor must control noise, artificial light, windblown sand, dust, deposits, mud; keep bordering roads clean.
• Dust, noise, vibrations, nuisance must not exceed permissible limits; delays from compliance not grounds for extension.

Environmental requirements:

• Compliance with Environmental Impact Assessment Regulations 1182 and 1183 (1997).
• Compliance with Noise Control Regulations 1999.
• Employer reserves right to pay directly for permanent connections to local/other authority services (provisional amounts included); if employer pays direct, contractor not entitled to 10% mark-up (Clause A26.4); such provisional amounts omitted from contract sum.
• Pollution control: contractor must control all forms of pollution (noise, artificial light, windblown sand, dust, deposits, mud) during construction; keep roads bordering site clean and free of debris.

Key contractual terms:

• Design responsibility: Contractor indemnifies employer for design undertaken by contractor (Annexure H) or nominated/selected subcontractors (Annexure I); failure to obtain subcontractor warranties devolves design responsibility to contractor.
• Practical completion: Works not considered complete if specific Contract Data requirements unmet; defects causing disruption after practical completion list will withhold certificate until rectified.
• Employer possession before practical completion: Employer may occupy revenue-generating areas with contractor agreement; penalty reduced proportionally; contractor must complete works with minimal interference.
• Programme: Critical path method; monthly working programmes; terminal float schedule to be agreed and managed jointly; extensions only for critical path delays; no extension for municipal energy supply interruptions; Principal Agent may instruct acceleration at any time.
• Payment: Interim certificates per Annexures E and F; payment within 21 calendar days; subcontractor payment within 7 calendar days with proof within 5 working days.
• Price adjustment: CPAP applies; specialist equipment and imported materials listed in Annexure J with adjustment basis; import documentation required at tender acceptance.
• Direct contractors: Employer may engage direct contractors for tenant installations (extensive list); contractor must provide access, storage, welfare facilities, water, power within 50m, use of scaffolding.
• Insurance: Minimum covers as per Clause 10.12; Declaration of Insurance (Annexure K) when required.
• Penalties: R5,000 per day for late defects completion after 90-day defects liability period; final completion requires as-builts, guarantees, maintenance manuals.
• Subcontractor management: Competent person full-time on site for delivery schedules, long lead items, shop drawings, submittals.
• Key personnel: Management team CVs submitted before site start; no changes without Principal Agent approval.
• Site facilities: Air-conditioned office with scanner, drawing file, notice board, PPE for visitors.
• Health and safety: Compliance with OHS Act and Construction Regulations; employer appoints independent safety officer; health and safety plan (Annexure M); Section 37(2) agreement.
• Environmental: Compliance with EIA Regulations 1182/1183 and Noise Control Regulations 1999.
• Community liaison: CLO appointment required before Business Forum negotiations.
• Shop drawings: Three prints for approval, two-week minimum check period, four prints of approved drawings.
• No claims for unpriced items; unpriced items deemed covered elsewhere.