Precision air conditioner maintenance services – gcis (12-Month contract)

Closing date: 22 July 2026 at 11:00. No briefing session. Bidders may inspect the precision cooling system before the closing date by prior arrangement. Offer validity: 90 days from closing date.

Technical enquiries: Matsimele Mphahlele / Livhuwani Maraga, Directorate: Security and Facilities Management, Tel: (012) 473 0439 / 012 473 0117, Email: [email protected] / [email protected]. Bidding procedure enquiries: Mpho Ramashi / Namane Mphahlele, Tel: (012) 473 0194 / 0093, Email: [email protected] / [email protected]. System inspection address: Tshedimosetso House, 1035 Cnr Francis Baard Street and Festival, Pretoria, 0001.

Submit proposals in a sealed envelope by hand or mail. Hand delivery: GCIS Head Office tender box, 1035 Tshedimosetso House, c/o Francis Baard and Festival Streets, Hatfield, for attention: The Head: Supply Chain Management. Mail: The Head: Supply Chain Management, GCIS, Private Bag X745, Pretoria, 0001. Email submissions are not accepted. Required documents: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), General Conditions of Contract (GCC) signed on every page, and Checklist. Non-compliance with submission requirements may lead to disqualification. Bids must be delivered by the stipulated time; late bids will not be accepted. All bids must be submitted on official forms (not re-typed). Successful bidder will be required to sign a written contract form (SBD7).

You are hereby invited to bid for requirements of the (name of department/ public entity)

Bid number: RFQ 005-2026/2027 closing date: 22 july 2026 90 days closing time: 11:00

Description conditioners for the period of 12 months.

Bid response documents may be deposited in the bid box situated at (street address)

Telephone number 012 473 0194/0093 number 012 473 0439 / 0117

E-MAIL ADDRESS [email protected]/[email protected] E-MAIL ADDRESS [email protected] / [email protected]

Compliance system pin: supplier

SOUTH AFRICA FOR Yes No /SERVICES OFFERED?

The goods [if yes, answer the

/Services [if yes enclose proof] questionnaire below]

Offered?

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status

System pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be

1.2. All bids must be submitted on the official forms provided (not to be re-typed) or in the

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the

Preferential procurement regulations, the general conditions of contract (gcc) and, if

1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by

SARS to enable the organ of state to verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved; each party must

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database

(Csd), a csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies with

Members persons in the service of the state.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: .................................

Evaluation uses a two-phase 80/20 Preference Point System. Gate 0 (Pre-qualification): Mandatory submission of Vertiv Liebert DM series accreditation proof (failure = disqualification). Gate 1: 80 points for price (lowest acceptable total price inclusive of VAT), 20 points for specific goals: 10 points for women-owned enterprises (40%+ ownership), 5 points for youth-owned (20%+ ownership), 5 points for enterprises owned by people with disabilities (20%+ ownership). Supporting documents (B-BBEE certificate or sworn affidavit) required to claim points. Bidders who do not submit supporting documents for claimed preference points will not be allocated those points.

12-month Service Level Agreement for maintenance of Vertiv Liebert DM series precision air conditioners at Tshedimosetso House. Scope: Preventative maintenance, servicing, and repairs of precision cooling systems in UPS Room (2 x Emerson M3ADA units), Service Server Room (2 x Emerson S1EDA units), AV Room (2 x Emerson S1EDA units), IT Server Room (2 x Emerson MULA7 units). Work includes: Quarterly routine preventative maintenance, corrective maintenance, breakdown maintenance, repair/replacement of parts, and system restoration. Maintenance tasks: Check/restore airflow, clean/replace filters, inspect humidifier lamps/water trays, verify impeller/bearing condition, check drain systems, condensate pumps, refrigerant levels, electrical connections, and corrosion signs. Adhoc work: Provide cost estimates for additions/extensions; payment at supplier’s invoice plus mark-up (GCIS may compare quotes). Bidders must provide proof of Vertiv Liebert DM series accreditation (certificate/letter <12 months old) and mark-up percentage for adhoc work.

Service provider must ensure precision air conditioners meet operational standards. Routine maintenance includes: Quarterly checks for airflow restrictions, filter cleaning/replacement, humidifier lamp/water tray inspections, impeller/bearing condition, drain system cleaning, refrigerant level checks, electrical connection verification, and corrosion checks. Corrective/breakdown maintenance requires urgent repair/replacement to restore full functionality. Adhoc work must align with manufacturer specifications. GCIS reserves the right to verify work quality and compare adhoc quotes.

Submit SBD 3.3 Pricing Schedule with: Ceiling price for total project (VAT-inclusive), hourly/daily labour rates, callout costs (including transport), and itemized other expenses (e.g., travel, accommodation) with proof. All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included. Rates must be firm for the 12-month contract period. Offer valid for 90 days from closing date. Specify if rates are adjustable (e.g., CPI-linked) and provide details if not firm.

Pricing must be VAT-inclusive and fixed for 12 months (no adjustments). Submit quarterly invoices after service delivery; payment within 30 days per GCIS policy. Pricing schedule (SBD 3.3) must include: Ceiling price for total project (all taxes included), hourly/daily labour rates, callout costs (including transport), and breakdown of other expenses (e.g., travel, accommodation) with proof. Rates must be firm for the contract period. All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) included. Offer valid for 90 days from closing date. Specify if rates are adjustable (e.g., CPI-linked) and provide details if not firm.

Mandatory: CSD registration (provide CSD number/report; register at https://secure.csd.gov.za/ if not already registered). Tax compliance: Submit SARS TCS PIN or printed TCS certificate. For consortia/joint ventures, each party must submit separate TCS PIN/CSD number. Proof of Vertiv Liebert DM series accreditation (certificate/letter from manufacturer, <12 months old) required; non-submission disqualifies bid. Bidders must not be in service of the state or have directors/members in state service. Preference points: Submit SBD 6.1 and supporting documents (B-BBEE certificate or sworn affidavit) for: Women-owned enterprises (40%+ ownership), youth-owned enterprises (20%+ ownership), enterprises owned by people with disabilities (20%+ ownership).

Bidders / suppliers (specific goals - preference points)

7.1 In line with the preferential Procurement Policy Framework, Act , Preferential Procurement Regulations of 2022 and the GCIS Supply Chaim Management policy, for this RFQ specific goals are indicated on the paragraph below. Potential bidders / service providers are to ensure that they provide the relevant required supporting documentation to claim the preference points.

7.2 The required supporting documentation and descriptions is outlined on the paragraphs below. Potential Service Provider/s are to ensure that they provide the relevant required supporting documentation to claim preference points. The required supporting documentation and descriptions is outlined on the paragraphs below;

7.3 Promotion of Enterprises that are owned by youth. These are enterprises that are 20% or more owned by youth.

7.3.1 To claim preference points in this regard, potential bidders / suppliers are to provide the following information.

(i) Valid B-BBEE Certificate or a sworn affidavit to support proof of ownership by Youth.

7.4 Promotion of Enterprises that are owned by women. These are enterprises that are 40% or more owned by women.

7.4.1 To claim preference points in this regard, potential bidders / suppliers are to provide the following information.

(i) Valid B-BBEE Certificate or a sworn affidavit to support proof of ownership by women.

7.5 Promotion of Enterprises that are owned by people living with disabilities. These are enterprises that are 20% or more owned by people living with disabilities .

7.5.1 To claim preference points in this regard, potential bidders / suppliers are to provide the following information.

(i) Valid B-BBEE Certificate or a sworn affidavit to support proof of ownership by people living with disabilities.

Contract governed by General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). Key terms: Contract duration is 12 months with fixed pricing (no adjustments). Payment within 30 days of quarterly invoices. Performance security may be required within 30 days of award. Contract may be terminated for default, insolvency, or force majeure. Supplier must indemnify GCIS against third-party claims (e.g., patent infringement). Inspections/tests may be conducted; non-compliance costs borne by supplier. Contract amendments, subcontracts, and penalties are subject to SCC. Disputes resolved per GCC clauses.

6.1 GCIS may before award cancel this Request for Quotation (RFQ) due to;

6.1.1 changed circumstances where there is no longer a need for the goods specified in the invitation and/or

6.1.2 Funds are no longer available to cover the total envisaged expenditure and/or

6.1.3 No acceptable offer is received and/or

6.1.4 There is material irregularity in the RFQ process.

6.2 GCIS may negotiate the price offered by the successful bidder if the price offered is not market related or may make use of alternative and or suppliers who also provided offers for this RFQ and the price offered is marketed related or the service providers are willing to negotiate their prices.

6.3 Successful provider undergo vetting process.

6.4 In the event, the Client wants to relocates during the contract, the Service Provider will continue rendering the services under the same terms and conditions, with reasonable adjustments in scope and pricing based on the premises' size, layout, and needs. Any changes must be agreed upon in writing by both parties”

9.1 Potential bidders / suppliers must provide valid proof that the service provider is Vertiv Liebert DM series precision air conditioners Authorised supplier. Service provider to submit the certificate or letter from the manufacturer not older than 12 months from the date of signing the letter or certificate. Failure to submit the proof, will lead to disqualification.

Pre-qualification Criteria(Gate 0) Evaluation Criteria(Gate 1)

Potential bidders / suppliers

• The potential bidders / suppliers will be must submit all documents as evaluated in terms of the 80/20 preference outlined in Table 2 below to points system, where 80 points will be for meet the qualification criteria price only and the 20 points for specific requirements for Gate 0. Goals listed below:-
• The price considered will be the total price

suppliers that comply with these

• Women owned enterprise that are 40% or criteria will proceed to Gate1. more owned by women.
• Enterprise that are owned by youth, these are enterprise that are 20% or more owned by youth.
• Enterprise that are owned by people living with disabilities. The enterprise must be 20% or more by people living with disabilities.

10.1 The evaluation process will be a two-phase process consisting of pre-qualification (Gate 0), and price and preference point (Gate 1).

10.2 The proposal will be evaluated in terms of the Preferential Procurement Regulations of 2022 (PPR-2022) and the GCIS Supply Chain Management policy. The service providers will be evaluated in terms of the 80/20 preference point system, where 80 points will be price only and the 20 points for RDP/specific goals.

10.3 GCIS has set minimum standards (gates) that a bidder needs to meet in order to be evaluated and selected as a successful bidder. The minimum standards consist of the following:

10.4 Gate 0: pre- qualification criteria

10.4.1 Without limiting the generality of GCIS’s other critical requirements for this Bid, Bidder(s) must submit the documents listed in Table 1 below. All documents must be fully completed and signed by the duly authorised representative of the prospective bidder(s). During this phase, potential bidders / suppliers responses will be evaluated based on compliance with the listed administration and mandatory bid requirements. The bidder(s) quotation may be disqualified for non-submission of any of the documents where it is indicated that non-submission will result in disqualification.

Table 2: Document that must be submitted for Pre-qualification (Gate 0)

Documents that must Non-submission will result in disqualification?

be submitted

provider is Vertiv is Vertiv Liebert DM series precision air

precision air provider to submit the certificate or letter from the

conditioners manufacturer not older than 12 months from the

submit the certificate or

letter from the

manufacturer not older

than 12 months from the

date of signing the letter

or certificate. Failure to

submit the proof, will

lead to disqualification.

10.5 Gate 1: price and specific goals

10.5.1 Bidders that meet prequalification (gate 0) will be further evaluated in terms of price where 80/20 system will be used, where 80% will be for price and 20 points for RDP/specific goals.

10.6 Preferential procurement evaluation points

10.6.1 Preferential Procurement Regulations 2022 which informs the GCIS policy was utilised for the allocation of preference point.

10.6.2 Potential bidders / suppliers wishing to claim points in terms of the preferential procurement Regulations 2022 should complete the SBD 6.1 and note the breakdown of points indicated on SBD 6.1.

10.6.3 Service Provider/s wishing to claim points in terms of the Preferential Procurement Regulations 2022 must submit supporting documents outlined on paragraph 7 of the specification for each goal specified.

10.6.4 Potential bidders / suppliers who do not submit supporting documents for the preference points claimed will not be allocated points for the specific goals claimed as per below allocated points.

1 Price 80

2 Women owned enterprise that are 40% or more 10 owned by women.

3 Enterprises that are owned by youth. These are 5 enterprises that are 20% or more owned by youth.

4 Enterprise that are owned by people living with 5 disabilities. The enterprise must be 20% or more by people living with disabilities.

Total 100