Supply, install, service & repair air-conditioners – RFQ in eastern cape

Closing date: 09 October 2026, 12h00pm. No other dates (briefing, site visit, clarification deadlines) are stated.

Bidding procedure enquiries: Siphosihle Halana, 042 230 7744, [email protected]. Technical enquiries: Lonwabo Heleni, 078 654 7141, [email protected]. Submission address: Sundays River Valley Municipality, Supply Chain Office, 23 Middle Street, Kirkwood, 6120. The bid box is at the Supply Chain Office, 23 Middle Street, Kirkwood.

Submission method: Sealed envelope, deposited in the Bid box at the Supply Chain Office, 23 Middle Street, Kirkwood, 6120. Envelope must be endorsed with the bid number (SRVM-RFQ 04/2027), description, and closing date. Closing date: 09 October 2026, 12h00. Late, incomplete, unsigned, or bids submitted by facsimile or electronically will not be accepted. Bids must be submitted on official forms, not re-typed. Compulsory returnable documents (failure to submit any will invalidate the bid):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover.
• MBD 4 (Declaration of Interest): disclose any state employment or kinship with state employees; must be completed and signed.
• MBD 6.1 (Preference Points Claim): claim B-BBEE points and specific goals, with supporting proof.
• MBD 6.2 (Local Production and Content Declaration): for designated sectors, declare local content; must be submitted with Annex C, D, E as applicable.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declare any past improper practices, including restrictions, fraud convictions, arrears, or terminated contracts.
• MBD 9 (Certificate of Independent Bid Determination): certify no collusive bidding.
• Resolution to sign: signed resolution authorising the signatory to bind the bidder (for companies).
• MBD 7.2 (Contract Form): to be signed by successful bidder.
• Supporting documents: valid Tax Clearance or PIN, B-BBEE certificate or sworn affidavit, certified ID copies of directors (not older than 3 months), company registration documents, municipal rates/billing clearance not older than 3 months or lease agreement, and full CSD report.
• Bids must be valid for 90 days from closing date. Prices must be firm and include VAT. Delivery period must be stated.

Evaluation under 80/20 preferential point system (Preferential Procurement Regulations, 2022). Points allocation: Price 80, Specific goals – B-BBEE (original or certified certificate) 10, LED – proof of address signed by ward councillor or lease agreement 10. Total 100. The 80/20 system applies as the estimated value does not exceed R50 million. Bidders failing to submit proof for specific goals will be deemed not to claim those points. The organ of state may verify claims at any time. Evaluation will also check compliance with mandatory documents; non-submission invalidates the bid.

Scope: Supply, install, service, repair and deliver air-conditioners at various locations. Quantities by location:

• Kirkwood: 4 units (2 x 12 Btu, 2 x 24 Btu) – service only.
• Lungephi April (4.2 km): 4 units (2 x 12 Btu, 2 x 36 000 cassette unit Btu) – service only.
• Fitzpatrick (28 km): 3 units (1 installation 24 Btu, 2 x 24 Btu) – service/repairs.
• Valencia (34 km): 1 unit (2 installations 12 Btu) – service/repairs.
• Paterson (65 km): 3 units (2 x 12 Btu, 1 x 24 Btu) – service/repairs.
• Enon (11 km): 1 unit (1 x 12 Btu) – service and replace drainpipe.

Locations are at various distances from Kirkwood (as indicated).

No detailed method statement is required. The bidder must indicate a firm delivery period and must service, install and repair air-conditioners at the specified locations.

The tender invites suitable qualified and experienced service providers. No specific years of experience or reference projects are stated.

Prices must be quoted inclusive of VAT, firm for at least 90 days. The bid price must be indicated on the bid form. For local content declaration, the bidder must provide bid price (excluding VAT) and imported content in Rand, calculated per SATS 1286:2011, using SARB exchange rates on the date of advertisement. The local content threshold is not specified in the extracted text.

Prices must be quoted inclusive of VAT and firm for at least 90 days from closing date. No bid security, bonds, guarantees, or retention amounts are specified. The successful bidder will be required to sign a written contract (MBD 7). The contract value is estimated not to exceed R50 million (hence 80/20 system).

Mandatory documents (failure invalidates bid):

• Valid Tax Clearance Certificate or SARS TCS PIN, or CSD number.
• B-BBEE Certificate (original or certified) or sworn affidavit (for EMEs/QSEs) to claim preference points.
• Original certified ID copies of all directors (certification not older than 3 months before closing date).
• Completed MBD forms: 1, 4, 6.1, 8, and 9.
• Company registration documents.
• Municipal statement of rates/billing clearance not older than 3 months, or valid lease agreement.
• Proof of CSD registration – full report.

Bidders must not be in the service of the state (as defined). Bidders must not be listed on the National Treasury's Database of Restricted Suppliers or Register for Tender Defaulters. Bidders or directors must not have been convicted of fraud/corruption in the past 5 years. Bidders must not owe municipal rates/taxes in arrears for more than 3 months. Contracts terminated for non-performance in the past 5 years must be declared. Foreign suppliers must complete the pre-award questionnaire. Local production and content requirements may apply; declaration forms MBD 6.2 and Annexes must be completed if applicable.

The bidder must comply with any applicable health and safety regulations when performing installation and repair services. No specific HSE plan is required in the document.

The successful bidder must sign the contract form (MBD 7.2). General Conditions of Contract apply. The municipality does not bind itself to accept the lowest or any bid, and may accept all or part of the bid. The municipality's Supply Chain Management Policy applies. Any false declarations may lead to disqualification, contract cancellation, recovery of costs, restriction from doing business with the state for up to 10 years, or criminal prosecution.

Bids late, incomplete, unsigned, or submitted by fax or email are not accepted. Prices must be valid 90 days, firm and inclusive of VAT. A firm delivery period must be indicated. The municipality may reject any bid if the bidder or directors have abused the SCM system, been convicted of fraud/corruption, failed to perform on a contract, or are listed on the Register for Tender Defaulters.

Compulsory documents as listed in submission guidelines. Bids must be on official forms reasoned by the municipality; typed only if required. Any bidder with a relationship with municipality officials involved in evaluation must declare it. Bidders must not be restricted suppliers or tender defaulters. Bidders must have a valid tax compliance status and be registered on CSD.

Tenders are evaluated on the 80/20 preferential point system: Price (80 points), Specific Goals – B-BBEE (10 points), LED (10 points). Only bidders who submit all mandatory documents are evaluated. Preference points claimed must be substantiated with proof. The municipality may request substantiation before or after adjudication.