Air conditioning and heat pump maintenance works for municipal facilities (3-Year contract) – polokwane municipality

Closing date and time: 16 September 2026 at 10:00. Bids must be deposited in the bid box at the Civic Centre by this time. No briefing session is applicable for this project. Bids remain valid for 90 days after closing.

Technical enquiries: Mr Calvin Mothapo or Mr Mashilo Sekiba, telephone 015 290 2208, email [email protected] or [email protected]. Supply chain enquiries: Mr Tiro Pilusa, telephone 015 290 2148, email [email protected].

Bids must be deposited in the bid box at Polokwane Municipality, Civic Centre, corner Bodenstein and Landdros Mare Street, not later than 10:00 on 16 September 2026. Bids will be opened in public immediately after closing. The completed bid document, fully priced and signed, must be sealed in an envelope marked with the bid number and description. Bids received after the closing time will not be considered. Bids must be submitted on the official forms provided (not re-typed) and each page must be initialed. The bid document must be completed in black ink only; pencil or erasable ink will not be accepted. Returnable documents include: a valid CSD number, proof of payment of municipal rates and taxes or a letter from tribal authority or valid lease agreement, a Joint Venture Agreement (if applicable) signed by all parties, and proof of authority for the signatory (e.g., resolution or power of attorney). Bids will remain valid for 90 days after closing. Disqualification risks: missing pages, unsigned forms, late submission, attempting to influence evaluation, poor past performance, being in the service of the state, being listed on the Register of Bid Defaulters, abusing the municipality's supply chain system, or failing to complete and sign the Certificate of Independent Bid Determination.

Bids will be evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals. Responsiveness criteria include: valid CSD registration, completed bid forms with each page initialed, compliance with technical specifications, adherence to pricing instructions, financial ability to execute the contract, and demonstrated experience with projects of similar scope and size. The municipality reserves the right to accept all, some, or none of the bids, and is not obliged to accept the lowest bid. Bids will be rejected if the bidder or any director has committed fraud or corruption, failed to pay municipal rates and taxes in arrears for more than three months, performed unsatisfactorily on a previous contract, abused the supply chain system, or is listed on the Register for Tender Defaulters.

The scope is the maintenance of air conditioning and heat pump systems across municipal-wide facilities. Two service providers will be appointed for a period of three years. Bidders must have a CIDB contractor grading designation of 2ME or higher. The contract is subject to the General Conditions of Contract (GCC) and any special conditions. The municipality may require inspections and testing of services; the bidder's premises must be open for inspection by the municipality's representative. Pre-bidding testing costs are for the bidder's account. If services do not comply with contract requirements, they may be rejected and the bidder must remedy at their own cost.

Variation orders: if the estimated value of changes does not vary more than 15% of the total contract value, the contractor may be instructed to deliver goods or render services as such. For measurable quantities, the contractor may be approached to reduce unit prices, provided there is no escalation in price.

Bidders must demonstrate a track record of projects of similar scope and size. The bid must be properly received in a sealed envelope with the service description and bid number. Bidders must have a valid CSD number, complete bid forms in full, initial each page, and submit a Joint Venture Agreement if applicable. Proof of payment of municipal rates and taxes or a valid lease agreement must be attached. Bidders must comply with technical specifications, adhere to pricing instructions, and demonstrate financial ability to execute the contract.

Pre-bidding testing is for the bidder's account. The bidder's premises must be open for inspection by the purchaser's representative at all reasonable hours. If inspections show non-compliance, the cost of inspections is borne by the supplier, and goods/services may be rejected. Rejected goods must be removed and replaced at the supplier's cost. The purchaser may cancel the contract for breach.

Bidders must demonstrate financial ability to execute the contract. Prices must be quoted on the MBD 3.1 Schedule of Prices. The contract price will not vary from the quoted prices except for authorised adjustments. Payment will be made in Rand, within 30 days of submission of a valid invoice. No contract will be concluded with a bidder whose tax matters are not in order or whose municipal rates and taxes are in arrears. The municipality may deduct penalties for late performance as per GCC Clause 22.

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid CSD number. Tax compliance: bidders must submit a SARS TCS PIN or CSD number; a printed TCS certificate may also be submitted. For consortia or joint ventures, each party must submit a separate TCS certificate/PIN/CSD number. CIDB grading: 2ME or higher. B-BBEE: the bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulation, 2022; the 80/20 preference point system applies. Returnable forms include: MBD 1 (Invitation to Bid), MBD 3.1 (Schedule of Prices), MBD 4 (Declaration of Interest), MBD 5 (Declaration for Procurement above R10 million), MBD 6.1 (Preferential Procurement Form), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination), and MBD 7 (Contract Form) for the successful bidder. Proof of payment of municipal rates and taxes or a letter from tribal authority or valid lease agreement must be attached. No bids will be considered from persons in the service of the state.

The contract is subject to the General Conditions of Contract (GCC). The supplier warrants that goods/services are new, unused, and free from defects for 12 months after delivery or 18 months after shipment, whichever is earlier. Payment will be made within 30 days of invoice. Prices will not vary from the bid except for authorised adjustments. Variation orders up to 15% of the contract value may be instructed. The supplier may not assign obligations without prior written consent. Subcontracts must be notified in writing. Delays in performance may incur penalties as per GCC Clause 22. The purchaser may terminate the contract for default, including failure to deliver, failure to perform obligations, or corrupt/fraudulent practices. Termination may lead to restriction from doing business with the public sector for up to 10 years.

A bid that does not comply with the peremptory requirements will be regarded as not an 'acceptable bid' and will be rejected. Disqualification grounds include: missing pages, completion in pencil, attempting to influence evaluation, late submission, poor past performance, being in the service of the state, being listed on the Register of Bid Defaulters, abusing the municipality's supply chain system, and failure to complete and sign the Certificate of Independent Bid Determination.

Bidders must have a CIDB contractor grading designation of 2ME or higher. Bids must be delivered timeously to the correct address; late bids will not be accepted.

Bids will be evaluated under the 80/20 preference point system: 80 points for price and 20 points for specific goals. Responsiveness criteria include valid CSD registration, completed bid forms, compliance with technical specifications, adherence to pricing instructions, financial ability, and experience with similar projects.