Two-year HVAC supply, servicing, repairs and maintenance contract – amathole district & buffalo city metro (cluster 4)

• SCM Enquiries: Ms N. Hlonitshwayo, Email: [email protected].
• Technical Enquiries: Mr T. Bityo, Tel: 0828281942, 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.
• Complaints, Fraud, and Tender Abuse Hotline: 0800 701 701.

• Submit bids in sealed envelopes clearly marked with the tender reference: "SCMU5-26/27-0017 AMR INF TWO YEAR TERM CONTRACT FOR SUPPLY, SERVICING, REPAIRS AND MAINTENANCE OF MECHANICAL EQUIPMENT (HVAC) FOR AMATHOLE DISTRICT AND BUFFALO CITY METRO CLUSTER FOUR".
• 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: 11 August 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 delivered to the correct location. The department will not accept responsibility for wrong deliveries or bids handed to officials.
• Proof of posting is not accepted as proof of delivery.
• Bids must include all required returnable documents (see list below). Incomplete or unsigned submissions will be disqualified.
• Only one bid per bidder is allowed. Alternative offers will not be considered.
• Bid validity period: 120 days from closing date.
• Required returnable documents:

• Form of Offer and Acceptance (fully completed and signed).
• SBD 1 (Part A and B).
• SBD 4 (Declaration of Interest, fully completed and signed).
• SBD 6.1 (Preference Point Claim, fully completed and signed).
• Compulsory Enterprise Questionnaire (completed and signed).
• Proof of registration on the National Treasury Central Supplier Database (CSD).
• Valid CIDB Grading Certificate (3ME or higher for Mechanical Engineering class of works).
• Protection of Personal Information Act (POPIA) Consent Form.
• Certified copy of valid qualification in refrigeration and air-conditioning systems.
• Certified ID copy of the technician who will carry out the work.
• Minimum of three (3) written, contactable project references (client name, contract value, term, contact person, and details).
• Complete priced Bills of Quantities and Final Summary.
• Resolution to Sign (if applicable).
• Declaration of Employees of the State or State Institutions.
• Company profile, list of resources, plant, machinery, and additional capacity.
• List of projects where bids are pending or litigation is involved.
• Joint Venture Agreement (if applicable).

• Evaluation is conducted in two phases:

Phase 1: Compliance and responsiveness to bid rules and conditions. Bidders must meet all mandatory requirements listed in the tender data.

Phase 2: Price and preference points under the PPPFA (80/20 system).

• Maximum points: 80 for price, 20 for specific goals, total 100.
• The 80/20 preference point system applies (contract value ≤ R50 million). If any responsive tender exceeds R50 million, the 90/10 system applies.
• Price scoring formula: A = (1 - (P - Pm)) / Pm, where P = tender price, Pm = lowest price.
• Specific goals (20 points) are claimed via SBD 6.1. Points are awarded for:

• Ownership (CIPC certificate and certified ID copies required).
• Disability (medical certificate from a practitioner with practice number required).
• Locality: Preferred address on CSD must be within Buffalo City Municipality or Amathole District Municipality (not edited after issue of bid).
• Local content: Minimum threshold 100% for designated sectors (Steel Products, PVC, Concrete, Components). Declaration Certificate for Local Content must be completed and signed.

• Joint ventures/consortia: Preference points allocated proportionately based on attributes; JV agreement must be submitted.
• Non-responsive bids (e.g., missing mandatory documents, incomplete forms, unsigned) are eliminated in Phase 1.
• The department reserves the right to verify all information and may reject bids that are not market-related, pose high risk, or where bidder has performed unsatisfactorily previously.

• Scope: Two-year term contract for supply, servicing, repairs, and maintenance of Mechanical Equipment (HVAC) for Amathole District and Buffalo City Metro Cluster Four.
• Contract Type: NEC3 Term Service Contract (April 2013).
• Eligibility: Contractors must have CIDB Grading of 3ME or higher in the ME (Mechanical Engineering) class of works.
• Joint ventures are eligible if:

• Every member is registered with CIDB.
• Lead partner has CIDB grading in ME class.
• Combined grading meets or exceeds 3ME.
• Joint Venture Agreement is submitted.

• Required Qualifications:

• Certified copy of valid qualification in refrigeration and air-conditioning systems.
• Certificate as authorised refrigeration practitioner and safe handling of refrigerants.
• Certified ID copy of technician who will carry out the work.
• Foreign qualifications must include SAQA evaluation certificate.

• Deliverables:

• Supply, servicing, repairs, and maintenance of HVAC equipment as per Bills of Quantities and Scope of Work (Part C3).
• Compliance with Occupational Health and Safety (OHS) requirements and Construction Regulations, 2014.
• EPWP (Expanded Public Works Programme) specifications apply.

• Performance:

• Practical completion date: 24 months from commencement.
• Breach of contract may result in termination after 7-day written notice period.

• Materials and Equipment:

• Schedule of Materials & Equipment Offered must be submitted.
• Where brand names are specified, equivalent or better items are acceptable.

• Pricing must be in South African Rands (ZAR).
• Include all duties, taxes (except VAT), and levies applicable 14 days before closing date. VAT must be shown separately at 15% if applicable.
• Rates and prices must be fixed for the contract duration and not subject to adjustment, except as provided in contract terms.
• The Form of Offer and Acceptance amount takes precedence over any other totals. If no value is provided, the bid is invalid.
• Performance Bond/Guarantee/Surety/Security: Successful bidder must submit an approved insurer undertaking within 21 days of appointment.
• Payment Terms: As per NEC3 Term Service Contract (April 2013).
• Pricing Documents:

• Complete priced Bills of Quantities and Final Summary (Annexure 122-128).
• All trades listed in the Bills of Quantities must be priced (excluding provisional sums and allowances, which must still be included in the total).

• Financial Capacity: Bidders must demonstrate financial stability and ability to fulfill contract obligations.

• Central Supplier Database (CSD): Bidders must be registered on the National Treasury CSD (https://secure.csd.gov.za) and submit proof of registration. Tax matters must be in order (verified via CSD). Non-compliant bidders may be granted 7 days to rectify status.
• CIDB Registration: Bidders must have valid CIDB Grading of 3ME or higher in the ME class. Status must remain active throughout bidding process.
• Tax Compliance: Bidders must be in good standing with SARS. A CSD number or tax compliance PIN must be submitted.
• B-BBEE: Compliance is required and will be verified via CSD. Points are awarded under PPPFA 2022 Specific Goals.
• Local Content: Minimum threshold of 100% for designated sectors (Steel Products, PVC, Concrete, Components). Bidders must complete and sign Declaration Certificate for Local Content and Production.
• Compensation Fund: Bidders must be registered and in good standing with the Compensation Fund or a licensed compensation insurer.
• Conflict of Interest: Bidders must complete Compulsory Declaration of Interest (SBD 4) and Compulsory Enterprise Questionnaire. Persons in the employ of the state are prohibited from submitting bids.
• POPIA Compliance: Protection of Personal Information Act consent form must be submitted.
• OHS Compliance: Bidders must comply with Occupational Health and Safety requirements and Construction Regulations, 2014.
• Resolution to Sign: A resolution or letter of authority must be submitted, signed by all directors or authorized signatories.
• Register of Tender Defaulters: Bidders or their directors/shareholders must not be listed on the Register of Tender Defaulters.