1 Observatory Road, Observatory, 7925 - Observatory, Cape Town - Observatory, Cape Town - 7925
Organization Type
GOVERNMENT
Published
09 Jul 2026
OCDS Reference
ocds-9t57fa-161863
Summary
The national research foundation (nrf) through the south african astronomical observatory (saao) invites qualified service providers to submit quotations for reactive maintenance, planned preventative maintenance, and the supply, delivery, and installation of new HVAC equipment at its cape town facility. The contract will run for three years and requires bidders to have relevant experience, technical qualifications, and the capacity to respond to emergencies 24/7. the evaluation will follow a 80/20 preference point system, with price and b-bbee status as key criteria.
Key Requirements
Submit quotations via e-submission on the eTender portal only by 22 July 2026 at 15:00.
Provide all mandatory documents: signed SBD 1, completed SBD 3.1, SBD 4, SBD 6.1, valid COIDA, CIDB 1 ME or higher, company profile with 5 years' HVAC experience, and proof of public liability cover of at least R500,000.
Demonstrate technical capability: qualified refrigeration technicians with F-Gas registration, SAQCC Gas registration, and proof as an approved Daikin and Samsung installer.
Submit three reference letters from clients for HVAC work, dated no earlier than June 2021, on official letterhead.
Offer firm prices valid for 60 days, inclusive of VAT, and complete the pricing schedule for all three years without leaving blanks.
Comply with response time targets: emergency (P1) within 5 hours, urgent (P2) within 12 hours, non-urgent (P3) within 48 hours, and 24/7 call-out availability.
Provide a comprehensive site file including OHS policy, risk assessments, and COIDA documentation before work commences.
Revised - appointment of a service provider for reactive maintenance, planned preventative scheduled maintenance, supply, delivery and installation of new heating ventilation air conditioning (HVAC) equipment for a period of 3 years
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
RFQNRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdfReview complete
Description
Important Dates
09 Jul
2026
PUBLICATION
Tender Published
Tender was published
22 Jul
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
12 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
The National Research Foundation (NRF) invites tenders for a 3-year HVAC service contract at the South African Astronomical Observatory (SAAO) in Cape Town. The contract covers reactive maintenance, planned preventative maintenance, and supply/delivery/installation of new HVAC equipment. The tender uses an 80/20 preference point system (80 for price, 20 for B-BBEE) and requires submission via the eTender portal by 22 July 2026.
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Based on 7 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
The NRF processes personal information in line with POPIA; by providing information, consent is given for processing.
SAAO is a facility of the NRF and the national centre for optical and infrared astronomy in South Africa.
Important Dates
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Closing date and time: Wednesday, 22 July 2026 at 15:00.
Non-compulsory briefing session: Wednesday, 15 July 2026 at 11:30 at SAAO, 1 Observatory Road, Observatory, 7925.
Offer validity: Prices must be valid for at least 60 days from the closing date.
Briefing Session
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Non-compulsory briefing session: Wednesday, 15 July 2026 at 11:30 AM at SAAO, 1 Observatory Road, Observatory, 7925.
Closing date and time: Wednesday, 22 July 2026 at 15:00 PM.
Contact Information
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Submit quotations via e-submission on the eTender portal only.
Mandatory returnable documents: Signed SBD 1, completed SBD 3.1 (pricing schedule), SBD 4 (for quotations ≥ R2000), SBD 6.1 (for quotations ≥ R2000), valid COIDA certificate, CIDB 1 ME or higher, company profile demonstrating at least 5 years’ relevant HVAC maintenance and installation experience.
Additional required documents: Proof of public liability cover minimum R500,000; three signed reference letters from current/previous clients for HVAC work (not older than 5 years, on company letterhead); method statement demonstrating same-day technical support; CVs and trade certificates for all technicians; proof as an approved Alliance system installer; valid SAQCC Gas registration for technician.
Do not leave any area blank in the pricing schedules.
Disqualification risk: Failure to submit mandatory documents will prevent progression to Phase 2 evaluation.
Prices must be valid for at least 60 days from closing date.
Prices must be inclusive of VAT if applicable.
Work is on an ad-hoc/as-and-when-required basis.
B-BBEE proof required to claim points (SBD 6.1).
EMEs must submit sworn affidavit confirming annual turnover ≤ R10 million and black ownership level.
QSEs must submit sworn affidavit confirming annual turnover between R10 million and R50 million and black ownership level, or a B-BBEE level verification certificate.
Quotations above R2000 (VAT included) must include relevant SBD documentation.
SAAO reserves the right to withdraw, re-advertise, or accept part of the quotation; not bound to accept the lowest.
Subject to National Treasury General Conditions of Contract (GCC).
Payment terms: within 30 days from receipt of invoice and delivery; no pre-payment.
Returnable Documents
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
SBD 1 – Bid Signature: Must be signed and submitted, undertaking to supply goods/services in accordance with the bid document. Accept that mistakes in pricing are at own risk. Failure to provide/comply with particulars may render bid invalid.
Evaluation Criteria
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Three-phase evaluation:
Phase 1: Administrative compliance – submission of all mandatory returnable documents.
Phase 2: Specification evaluation and eligibility.
Phase 3: 80/20 preferential point system (PPPR22): 80 points for price (VAT and all taxes included), 20 points for specific goals (B-BBEE status level).
Specific goals claimed via SBD 6.1; failure to submit proof means no preference points.
Organ of state may require substantiation of preference claims.
Technical qualifications: technicians must be qualified refrigeration technicians with trade certificates (stationary refrigeration and air conditioning, including heat pumps); F-Gas registration required; company must be approved Daikin and Samsung system installer; proof of training on split units; minimum 5 years’ experience in HVAC maintenance and installation.
Must be registered on CSD.
Foreign suppliers must meet RSA tax compliance requirements.
Technical Specifications
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Scope: Appointment of a service provider for reactive maintenance, planned preventative scheduled maintenance, supply, delivery and installation of new HVAC equipment at SAAO for a period of 3 years.
Key deliverables:
Reactive and planned preventive maintenance of installed HVAC and ancillary equipment, including repairs, replacements, refrigerant gas top-up.
Supply, delivery, and installation of new HVAC equipment as required; SAAO intends to standardise on Alliance brands (Samsung/Daikin preferred).
HVAC-related electrical work must be performed by an authorised qualified electrician.
All work must conform to lowering SAAO's carbon footprint.
Performance requirements:
Response to work instruction within 24 hours.
Emergency call-out availability 24/7, including holidays.
Provide written monthly reports on unit status and work performed.
Target response times: Emergency (P1) within 5 hours, Urgent (P2) within 12 hours, Non-urgent (P3) within 48 hours.
Technical qualifications: Technicians must be qualified refrigeration technicians with F-Gas registration, trade certificates, and proof of training on various split units. Service provider must be an approved Daikin and Samsung system installer.
Detailed scope includes: visual inspections, start-up/shutdown checks, condenser cleaning, compressor checks, evaporator cleaning, filter inspection, drain cleaning, electrical connection checks, refrigerant line checks, thermostat operation, repairs/remedial work, and new installations.
Replacement parts must be new, unused, or fully refurbished, complying with original manufacturer specs, and guaranteed for at least 12 months.
All materials and equipment installed must be SABS approved.
Methodology
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Preventive maintenance includes: comprehensive six-monthly service of all air conditioning units, troubleshooting, repair and restoration of components, assistance and advice on best practice administration, checking unit functioning, optimising oil and gas levels, checking for unusual noise/vibration/leaks, tightening electrical connections, chemically cleaning coils, checking fan motor voltage/amps, lubricating moving parts, checking fan blades/belts/pulleys, and cleaning blower wheels.
Experience & Qualifications
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
Bidders must demonstrate at least 5 years’ relevant experience in HVAC maintenance and installation via a company profile.
Submit three signed reference letters from current/previous clients for HVAC work, dated no earlier than June 2021, on company letterhead.
Technicians assigned must be qualified refrigeration technicians with relevant trade certificates (stationary refrigeration and air conditioning, including heat pumps).
Technicians must have F-Gas registration to work on systems containing fluorinated greenhouse gases.
Service provider must be an approved Daikin and Samsung system installer and provide proof.
Provide CVs and qualifications for all technicians and staff assigned to the contract.
Quality Management
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
Mandatory service performance levels:
Certificate of Compliance (COC) must be handed to SAAO Site Manager upon completion of all maintenance/installation works where COC is required; 100% compliance to specifications.
Supply, install and service of HVAC units: SAAO representatives verify completeness; if order not complete, delivery note not signed off; deviations rectified at service provider's cost; delay >2 weeks from approved timelines incurs penalty of 2% of original invoice value per additional week.
PPE and branded clothing: staff failing to wear required PPE and branded clothing prohibited from working on site.
Safety file submission prior to work commencement.
Penalties for breach: Certificate of Compliance as per GCC 22.1; PPE and clothing – Letter of Non-Compliance; Health and Safety – Letter of Non-Compliance.
Pricing Schedule
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
Prices must be firm and valid for 60 days from closing date.
If prices are variable, specify variables.
Additional items not in scope may be quoted separately on company letterhead.
Pricing schedule includes rates for technician, assistant, general worker (day and after-hours), call-out fee, material mark-up %, per km rate, safety file audits, supply/installation and full service for various BTU units.
Summary of pricing schedule costs per year required, including VAT.
Financial Requirements
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Pricing: Submit firm prices only; variable prices or rates subject to exchange variations are not accepted.
Pricing schedule: Complete the detailed schedule for Year 1, 2, and 3 with rates for labour (HVAC technician, assistant, general worker for day and after-hours), call-out fee, material mark-up %, per km rate aligned with AA rates, safety file audits, and supply/installation/service rates for various BTU units.
Payment terms: Payment within 30 days of receipt of invoice and delivery/completion of goods/services. No pre-payment allowed.
Cost breakdown: All quotes and invoices must include a detailed breakdown of costs, including third-party quotes for materials. Third-party items charged at cost plus mark-up (VAT excluded from mark-up).
Bonds/guarantees: Proof of public liability cover minimum R500,000 is mandatory.
All rates quoted will apply to ad-hoc works outside scheduled maintenance.
Do not leave any area blank in pricing schedules.
Payment against proven cost accompanied by receipts and work request report.
Travel rates paid in line with AA rates; no claim may exceed distance from primary place of business.
Compliance Requirements
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Mandatory registrations and certificates:
Valid CIDB grading: 1 ME or higher.
Valid COIDA certificate.
CSD registration: No award to service providers not registered on CSD.
Tax compliance: If entity is resident/has income in RSA, must have tax compliance status PIN from SARS.
B-BBEE: Submit a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.
Company documentation: Signed SBD 1, SBD 3.1, SBD 4, SBD 6.1 forms.
Health and safety: Provide a comprehensive site file including OHS policy, safe work procedures, risk assessments, MSDS, insurance details, waste management programme, and Department of Labour documents (COIDA, UIF).
Local content: Not explicitly stated, but entity must be resident/have establishment in RSA.
Guarantee: All new equipment, materials, and workmanship carry a written guarantee with a defects liability period of 12 months from certificate issue or as per manufacturer.
Replacement parts must be new, unused, or fully refurbished, complying with original manufacturer specs, and guaranteed for no less than 12 months.
Obligations: Service provider must maintain systems operationally, provide monthly reports, investigate and repair faults within 48 hours (or urgently as deemed by SAAO), and render services during business hours unless mutually agreed.
Penalties: Under GCC Clause 22.1, penalties may be applied for late delivery/performance, calculated using the current prime interest rate on the delayed value per day.
Termination: SAAO may terminate for severe non-performance.
B-BBEE Requirements
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Preference points system: 80/20 for requirements up to R50 million.
Points allocated: 80 for price, 20 for specific goals.
Specific goals include B-BBEE status levels (1-3: 8 points, 4-6: 6 points, 7-8: 2 points), 51% Black-owned (3 points), 51% Black female-owned (3 points), 51% Black youth-owned (1 point), 51% owned by People with Disabilities (1 point), EME or QSE (4 points).
Proof of B-BBEE certificate or sworn affidavit required to claim points.
Health & Safety
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
The successful bidder must compile and provide an SAAO-specific site file prior to work commencement, including: OHS policy and procedures, safe work procedures, risk assessments, MSDS, insurance details, waste management programme, and Department of Labour documents (COIDA, UIF).
Personnel must wear correct Personal Protective Equipment (PPE) and service provider identifiable branded clothing at all times; failure results in prohibition from site.
The successful bidder must ensure adequate provision of PPE to employees at no cost to them.
Employees on site must be easily identifiable via company-branded name tags.
Contractual Terms
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Prices valid for at least 60 days.
Prices inclusive of VAT if applicable.
Work on ad hoc/as-and-when-required basis.
Proof of B-BBEE status level required to claim points.
EMEs must submit sworn affidavit confirming annual turnover ≤ R10 million and black ownership level.
QSEs must submit sworn affidavit confirming annual turnover between R10 million and R50 million and black ownership level, or B-BBEE level verification certificate.
Must be registered on CSD.
Quotations above R2000 must include relevant SBD documentation.
Successful bidder will be the one scoring highest points if lowest bid is above R2000; for goods/services below R2000, cheapest acceptable quotation.
SAAO reserves right to withdraw, re-advertise, or accept part of quotation; not bound to accept lowest.
Subject to National Treasury GCC and any special conditions.
Payment terms: within 30 days from receipt of invoice and delivery; no pre-payment.
If supplier's terms differ from SAAO's, must be mutually agreed; otherwise GCC governs.
Requirements
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)
Foreign suppliers: If the entity is not a resident of RSA, does not have a branch, permanent establishment, source of income, or is not liable for taxation in RSA, then it is not required to register for a tax compliance status system PIN from SARS.
If the entity is a foreign-based supplier, answer the questionnaire and enclose proof if applicable.
Section
Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf
Phase 1: Administrative compliance – submission of all returnable documents and completion of all returnable schedules.
Phase 2: Specification evaluation and eligibility.
Phase 3: 80/20 preferential point system in terms of PPPR22 – 80 points for price, 20 points for specific goals (B-BBEE status level) per SBD 6.1.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Covers preferential procurement and preference-point systems used in public tenders.
Relevant because this is a South African public-sector procurement opportunity.
Prevention and Combating of Corrupt Activities Act (PRECCA)
Act 12 of 2004
high
Supports anti-corruption controls and supplier integrity in procurement processes.
Relevant because this is a South African public-sector procurement opportunity.
Public Procurement Act, 2024 (PPA)
Act 28 of 2024
high
Provides the national framework for public procurement across government.
Relevant because this is a South African public-sector procurement opportunity.
Promotion of Access to Information Act (PAIA)
Act 2 of 2000
medium
Supports access to tender records, award decisions and public-sector procurement information.
Relevant because this is a South African public-sector procurement opportunity.
Promotion of Administrative Justice Act (PAJA)
Act 3 of 2000
medium
Supports lawful, reasonable and procedurally fair administrative tender decisions.
Relevant because this is a South African public-sector procurement opportunity.
Sector-specific rules
These rules are linked to the work category, industry, or regulated service area.
5
Electricity Regulation Act (ERA)
Act 4 of 2006
high
Relevant to electricity, generation, transmission, distribution and energy-service procurement.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
National Environmental Management Act (NEMA)
Act 107 of 1998
high
Relevant where environmental authorisations, EIAs or environmental compliance may apply.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
Occupational Health and Safety Act (OHS Act)
Act 85 of 1993
high
Sets health and safety duties for contractors, employers and service providers working on public-sector sites.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
Mineral and Petroleum Resources Development Act (MPRDA)
Act 28 of 2002
medium
Relevant to mineral resources, mining rights, prospecting and mining-related procurement.
Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.
National Energy Regulator Act
Act 40 of 2004
medium
Relevant to regulated electricity, piped-gas and petroleum-pipeline activities.
Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance.
1 Observatory Road, Observatory, 7925 - Observatory, Cape Town - Observatory, Cape Town - 7925
Document-Backed
Source Snapshot Available
AI Enhanced
Source confidence
High source confidence
Official source
eTenders.gov.za
Documents found
1
Last checked
02 Aug 2026
AI status
Enhanced
Data conflicts
None detected
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.