Panel of maintenance services providers – 36‑month non‑exclusive panel for william humphreys art gallery

The panel will cover, but is not limited to, the following categories:

3.1 Electrical Maintenance Services

• Fault finding and repairs to electrical installations

• Maintenance of distribution boards, wiring, plugs, switches, and lighting

• Compliance inspections and Certificates of Compliance (where applicable)

• Emergency electrical services

• Preventative maintenance and upgrades

3.2 Building Maintenance Services

• General building repairs (carpentry, masonry, glazing, painting, etc.)

• Minor renovations and alterations

• Preventative maintenance services

• Emergency building repairs

3.3 Fumigation and Pest Control Services

• Pest inspections and treatment (rodents, insects, termites, etc.)

• Fumigation of offices, storage areas, and galleries where required

• Environmentally compliant pest control methods

• Issuing of treatment reports and compliance documentation

3.4 Tree Felling and Grounds-Related Services

• Tree felling and pruning

• Removal of dead or hazardous trees

• Stump removal and disposal

• Compliance with municipal and environmental regulations

3.5 Air Conditioning Services

• Installation, servicing, and maintenance of air conditioning units

• Fault finding, repairs, and replacement of components

• Preventative maintenance and routine servicing schedules

• Refrigerant handling in compliance with environmental regulations

• Emergency air conditioning repairs

• Issuing of service reports and compliance documentation

3.6 Plumbing Maintenance Services

• Maintenance and repair of water supply and drainage systems

• Repair and replacement of taps, valves, pipes, toilets, basins, and urinals

• Leak detection and repair

• Blocked drains and sewer line maintenance

• Installation and maintenance of geysers and related fittings

• Emergency plumbing services

• Compliance with relevant plumbing standards and regulations

4. Duration of the Panel

The panel will be appointed for a period of thirty-six (36) months, subject to satisfactory

performance and continued compliance with WHAG requirements. WHAG reserves the right

to review, terminate, or amend the panel in accordance with SCM policies.

5. Nature of Appointment

• Appointment to the panel is non-exclusive.

• Work will be allocated on a quotation/request basis among panel members.

• WHAG reserves the right to invite one or more panel members to quote per

assignment.

• Emergency work may be allocated directly to an available panel member.

6. Eligibility and Compliance Requirements

Service providers must:

• Be tax compliant with SARS

• Be registered on the Central Supplier Database (CSD)

• Hold relevant industry registrations and certifications (where applicable)

• Have proven experience in the relevant service category

• Comply with Occupational Health and Safety Act requirements

• Carry appropriate insurance (public liability, workers’ compensation, etc.)

7. Submission Requirements

Interested service providers must submit:

• Completed bid documents

• Company profile and relevant experience

• Proof of CSD registration

• Tax compliance status

• Copies of professional certifications and licenses

• Proof of insurance

• Pricing structure or schedule of rates

8. Evaluation Criteria

Submissions will be evaluated based on:

• Compliance with mandatory requirements

• Relevant experience and capacity

• Technical competence

• Pricing and value for money

• Past performance and references

9. Contractual Arrangements

Successful service providers will enter into a Service Level Agreement (SLA) with WHAG. The

SLA will define service standards, response times, pricing mechanisms, and reporting

requirements. Payments will be made in accordance with WHAG’s financial policies upon

receipt of valid invoices and proof of work completed.

10. Performance Management

WHAG will monitor performance throughout the panel period. Poor performance, non-

compliance, or breach of contract may result in suspension or removal from the panel.

11. Confidentiality and Ethics

Service providers must maintain confidentiality of all WHAG information and adhere to ethical

business practices, including avoidance of conflicts of interest.

12. Rights Reserved

WHAG reserves the right to:

• Accept or reject any or all submissions

• Appoint one or more service providers per category

• Cancel the process at any stage without incurring liability

13. Health and Safety

The contractor shall comply with all health and safety regulations and guidelines set forth by

local and national authorities. The contractor shall ensure that all equipment and tools used in

the project are in good working condition and are regularly maintained to prevent accidents or

injuries.

14. Reporting

The contractor shall provide a detailed report of all maintenance tasks performed, including

any repairs or replacements made, to the Facilities Officer. The report should be submitted at

the end of installation, servicing, and maintenance, and should include any recommendations

for future maintenance or repairs.

15. Warranty

The contractor shall provide a warranty for all maintenance work performed for a period of at

least six months from the date of completion. The warranty should cover any defects or issues

that arise because of the maintenance work performed.

16. Technical Mandatory Requirements

The proposal must indicate which of the following service categories the service provider is

competent in and provide proof of expertise and experience thereof.

1. Electrical Maintenance Services

2. Building Maintenance Services

3. Fumigation and Pest Control Services

4. Tree Felling and Grounds-Related Services

5. Air Conditioning Services

6. Plumbing Maintenance Services

The Technical Mandatory Requirements are listed below, failure to submit all the

documentation requested below will lead to disqualification and bid will not be evaluated

further.

Mandatory Description Proof Required Criteria

Company The service provider must have a Company profile indicating at

Profile minimum of one year of experience in least one year of rendering

maintenance services. maintenance services.

Company The service provider must provide At least one reference letter

Experience evidence of successful completion of at for each applicable category

least one similar project per applicable

category.

Qualifications All staff working on the project must CVs of project leaders and

and Expertise have experience, and any applicable technicians.

academic qualifications and trade

certificates in the relevant category.

No specific requirements found

B-BBEE Minimum Level: 1