Maintenance, repairs and emergency call-out on mechanical and electrical systems at council for geoscience offices (3-Year contract)

The Council for Geoscience is a schedule 3A public entity under the Public Finance Management Act, mandated by the Geoscience Act to produce geoscience knowledge products and render geoscience-related services to the public and industry.

Purpose

• Appoint a competent service provider for maintenance, repairs and emergency call-out on critical mechanical and electrical systems at the CGS head office, the National Borehole Core Depository, the National Geoscience Museum and the Bellville office, for three years.

Background

• CGS depends on these systems for business continuity, employee safety, security and legal compliance.
• Systems in scope: HVAC, split air-conditioning units, uninterruptible power supplies, electric fencing, gate motors, turnstiles and boom systems, lifting equipment (overhead cranes, industrial roller doors), transformers and switchgear, compressed and vacuum systems, diesel generators, pumps and electrical reticulation.

Sites

• Head Office: 280 Pretoria Road, Silverton, Pretoria, 0184.
• National Borehole Core Depository: Plot 80, Rhenosterfontein and Mooiplaats Road, Donkerhoek, 0127.
• National Geoscience Museum: Paul Kruger Street, Pretoria Central, Pretoria, 0002.
• Regional Office, Cape Town: 3 Oos Street, Bellville, Cape Town, 7550.

Delivery model

• The provider supplies labour, supervision, tools, test equipment, transport, consumables, specified spare parts and technical expertise for preventive, predictive, corrective and emergency maintenance.
• Work must comply with manufacturers' recommendations, applicable legislation and recognised industry standards.
• Service records, inspection reports, test reports and certificates must be kept accurate, current and available on request.

Compulsory briefing session: 09 October 2026 at 11:00

• Venue: 280 Pretoria Road, Silverton, Pretoria, 0184.
• Attendance is compulsory.

Closing date and time: 28 October 2026 at 11:00

Deadline for questions on the tender: 13 October 2026

Bid validity period: 120 calendar days after the closing date.

All times are South African standard time. Dates and times may be changed at CGS's discretion.

Bidding procedure enquiries

• Contact: Nokuphiwa Mbulawa
• Telephone: 012 841 1251
• Email: [email protected]

Technical enquiries

• Contact: Asanda Nase
• Telephone: 012 841 1537
• Email: [email protected]

General

• Email: [email protected]
• Telephone: +27 (0)12 841 1911
• Fax: +27 (0)12 841 1221
• Website: www.geoscience.org.za

Submission address (tender box)

Council for Geoscience

280 Pretoria Street

Silverton

Pretoria

0001

Head office

280 Pretoria Street

Silverton, Pretoria

Private Bag X112, Pretoria 0001

Enquiries must be made in writing; telephonic enquiries must be reduced to writing and emailed to the nominated official. Contact with CGS officials between the closing date and award is discouraged.

Submission method

• Two-envelope bidding procedure: the technical proposal and the price proposal are each sealed in a separate envelope or packaging and both enclosed in one outer envelope, submitted simultaneously.
• Deliver to the tender box at reception, Council for Geoscience, 280 Pretoria Street, Silverton, Pretoria.
• Late bids are not considered and may be returned unopened.
• Bids sent by telegram, telex or facsimile are not accepted.
• Copies: one original plus two copies (three documents in total).
• Initial every page of the tender document in the top right-hand corner.
• Bids must be submitted on the issued documentation; retyping is not permitted.
• The response must carry an index and follow the prescribed schedule order.

Response format (schedules)

• Schedule 1: Executive summary — bidding structure and parties with their roles, confirmation that the signatory is duly authorised, similar work done in the past, and a high-level summary of the response.
• Schedule 2: SBD 1 (Invitation to Bid).
• Schedule 3: SARS Tax Compliance Status PIN.
• Schedule 4: Functional response.
• Schedule 5: Price breakdown showing cost drivers, in a separate envelope.
• Schedule 6: SBD 6.1 (Preference Points) plus certified B-BBEE certificate.
• Schedule 7: Central Supplier Database registration.
• Schedule 8: General Conditions of Contract 2010.

Returnable documents

• SBD 1 (Invitation to Bid): signed offer cover page carrying bidder and contact details.
• SBD 4 (Declaration of Interest): discloses whether directors, members or shareholders are employed by the state or connected to anyone at CGS.
• SBD 6.1 (Preference Points Claim): claims preference points; must be complete and correct in the original submission, with no correction period allowed.
• CSD registration report or proof of registration.
• Proof of SARS tax compliance (TCS PIN, or CSD number where no PIN exists).
• Certified company registration certificate and a shareholding breakdown by race, gender and percentage.
• Valid B-BBEE certificate (SANAS-accredited or DTI) or sworn affidavit; a consolidated certificate for consortiums and joint ventures.
• Valid COIDA letter of good standing.
• Joint venture agreement where applicable.
• General Conditions of Contract 2010.
• All forms must be completed and signed in black ink by a duly authorised official; other certificates are attached as annexures to the CGS document.

Disqualification risks

• Any returnable form omitted or left unsigned.
• Administrative documents not supplied within 2 working days of a request from CGS.
• SBD 6.1 incomplete or absent from the original submission.
• Counter conditions or amendments to the bid conditions.
• False information or fronting.

Evaluation gates (sequential)

• Gate 1 — Mandatory: all mandatory requirements must be met to proceed.
• Gate 2 — Functional: minimum 85 of 100 points required to proceed.
• Gate 3 — Administrative: all administrative documents compliant.
• Gate 4 — Price and specific goals.

Preference point system: 80/20

• Price: 80 points, scored on the comparative price formula against the lowest acceptable bid.
• Specific goals: 20 points.

Specific goals allocation

• 51% black ownership: 10 points.
• 30% or more black women ownership: 10 points.
• Points are awarded only on submission of a completed SBD 6.1 together with a valid certified SANAS or DTI B-BBEE certificate, or a sworn affidavit.

Functional criteria (100 points, minimum 85)

• Company experience: 40 points — centralised HVAC maintenance or installation for commercial, industrial or institutional facilities over the last 10 years. Five verifiable reference letters or completion certificates = 40; four = 30; three = 25; fewer than three or irrelevant = 0. Only letters on client letterhead or completion certificates signed by the client's representative count; purchase orders, contracts and appointment letters are not accepted. Client contact details must be supplied so the references can be verified.
• Contract Manager / Project Manager experience: 20 points — five years or more = 20; four years = 15; three years = 10; none = 0. Only post-qualification experience counts.
• Trade-tested HVAC technician experience: 20 points — five years or more = 20; four years = 15; three years = 10; less than three years = 0. Only post-trade-test experience counts.
• Trade-tested electrician with Wireman's Licence experience: 20 points — five years or more = 20; four years = 15; three years = 10; less than three years = 0. Only post-trade-test experience counts.
• Bidders must maintain the same skill levels for the duration of the contract.

Other

• CGS may shortlist bidders for presentations or demonstrations during evaluation.
• CGS is not obliged to award to the lowest bidder.
• Joint ventures: an incorporated JV is scored on a consolidated B-BBEE certificate; an unincorporated JV is scored proportionally to the JV percentage split.

Scope

• Appointment of a service provider for preventive, predictive, corrective and emergency maintenance, repairs and call-outs on critical mechanical and electrical systems at Council for Geoscience sites, for a period of three years.
• The provider supplies all labour, supervision, tools, test equipment, transport, consumables, specified spare parts and technical expertise.
• Work must follow manufacturers' recommendations, applicable legislation and recognised industry standards.
• Service and maintenance records, inspection reports, test reports and certificates must be accurate, current and available on request.

Sites

• Head Office: 280 Pretoria Road, Silverton, Pretoria, 0184.
• National Borehole Core Depository: Plot 80, Rhenosterfontein and Mooiplaats Road, Donkerhoek, 0127.
• National Geoscience Museum: Paul Kruger Street, Pretoria Central, Pretoria, 0002.
• Regional Office, Cape Town: 3 Oos Street, Bellville, Cape Town, 7550.

Systems covered

• HVAC: air handling units, fan coil units, chillers, ventilation fans, ductwork, dampers, pumps, controls and BMS interfaces.
• Split air-conditioning units: wall-mounted, cassette, ducted and floor-standing.
• Uninterruptible power supply units, battery banks, chargers, bypass systems, distribution boards and monitoring systems.
• Electric fencing, gate motors, turnstiles, boom barriers, access control interfaces and safety devices.
• Lifting equipment: overhead cranes and industrial roller doors.
• Transformers, ring main units, switchgear, circuit breakers and protection relays.
• Compressed air and vacuum systems.
• Diesel generators, including engines, alternators, fuel and cooling systems, batteries, automatic transfer switches, control panels and exhaust systems.
• Pumps and electrical reticulation.

Maintenance frequency

• Quarterly preventive maintenance for HVAC, split units, UPS systems, perimeter security systems, lifting equipment, compressed air and vacuum systems, generators and pumps.
• Annual maintenance for transformers and switchgear, including infrared thermographic scanning, protection relay and circuit breaker testing, earth continuity and insulation resistance measurement, and transformer oil sampling and dielectric testing.

Emergency call-out

• 24-hour call-out service for the Bellville office.
• 4-hour call-out service for Head Office, the National Geoscience Museum and the National Borehole Core Depository.
• Includes telephone support, on-site response, fault diagnosis, corrective maintenance and temporary repairs where permanent repairs cannot be done immediately.
• Breakdown reports must be submitted within 24 hours of attendance.

Reporting

• After each visit: date and time of attendance, equipment serviced, activities performed, test results, defects identified, corrective actions, recommended repairs, spare parts replaced, photographs where applicable, and the technician's name and signature.
• A quarterly summary report covering maintenance completed, outstanding defects, equipment availability, recurring faults and recommendations.

Spare parts

• Critical spare parts must be available; only genuine OEM or approved equivalent components may be installed.

Personnel

• Only suitably qualified and competent persons may perform maintenance.
• Independent accredited third parties must be used where statutory validation, inspection or certification is required.

Company experience (40 points)

• Demonstrated centralised HVAC maintenance or installation for commercial, industrial or institutional facilities over the last ten years.
• Five verifiable reference letters or completion certificates = 40; four = 30; three = 25; fewer than three or irrelevant = 0.
• Evidence must be on client letterhead and signed by the client's representative; purchase orders, contracts and appointment letters are not accepted.
• The bidder must ensure references are verifiable, with client contact details provided.

Key personnel (60 points)

• Contract Manager / Project Manager: 20 points — five years or more = 20; four years = 15; three years = 10; none = 0. An updated CV is required and only post-qualification experience counts.
• Trade-tested HVAC technician: 20 points — five years or more = 20; four years = 15; three years = 10; less than three years = 0. An updated CV is required and only post-trade-test experience counts.
• Trade-tested electrician with Wireman's Licence (Installation Electrician Certificate) issued by the Department of Labour and Employment: 20 points — five years or more = 20; four years = 15; three years = 10; less than three years = 0. An updated CV is required and only post-trade-test experience counts.
• Bidders must maintain the same level of skills for the duration of the contract.
• Functional information must be presented in an orderly way for easy reference by the evaluation panel.

Records and reporting

• The provider must keep service and maintenance records, inspection reports, test reports and certificates accurate, current and readily available on request.
• Each maintenance visit requires a report covering attendance date and time, equipment serviced, activities performed, test results, defects identified, corrective actions, recommended repairs, spare parts replaced, photographs where applicable, and the technician's name and signature.
• A quarterly summary report must cover maintenance completed, outstanding defects, equipment availability, recurring faults and recommendations.

Inspection and testing

• Quarterly inspections and functional tests across HVAC, split units, UPS systems, security systems, lifting equipment, compressed air and vacuum systems, generators and pumps.
• Annual testing of transformers and switchgear, including infrared thermographic scanning, protection relay and circuit breaker testing, earth continuity and insulation resistance measurement, and transformer oil sampling and dielectric testing.
• Lifting equipment requires certification testing and periodic load testing where required.

Parts and competence

• Only genuine OEM or approved equivalent components may be installed.
• Maintenance must be performed by suitably qualified and competent persons; independent accredited third parties must be used for statutory validation, inspection and certification.
• CGS may inspect the bidder's resources and works if required, and may verify information supplied and authenticate reference letters.

Payment terms

• No upfront or deposit payments are made to the successful bidder.
• Payment is made 30 days after delivery of the goods or service and receipt of an invoice.

Pricing

• A price breakdown indicating cost drivers must be submitted in a separate sealed envelope under the two-envelope procedure.
• Price is scored out of 80 points under the 80/20 preference point system.

Mandatory eligibility

• Valid CIDB registration of grade 7ME or higher.
• Valid Trade Test Certificate and Wireman's Licence (Installation Electrician Certificate) issued by the Department of Labour and Employment for the electrician.
• Valid Refrigeration Mechanic (Industrial) Trade Test Certificate for the HVAC technician.
• Minimum National Diploma in Engineering or Built Environment for the project manager.
• Joint ventures: both partners must submit valid CIDB proof and the CIDB joint venture calculator applies.

Registration and tax

• Registration on the Central Supplier Database with proof; each partner in an unincorporated joint venture must submit a compliant CSD report.
• SARS Tax Compliance Status PIN, or a CSD number where no PIN is available; each joint venture, consortium or subcontracting party must submit separate proof.
• Bidders must remain tax compliant for the contract term and consent to ongoing SARS verification of their status.
• Bidders may not be persons in the service of the state, nor companies or close corporations whose directors or members are.

B-bbee

• A valid certified SANAS-accredited or DTI B-BBEE certificate, or a sworn affidavit, is required to claim specific goal points.
• Certificates issued by IRBA and accounting officers are no longer accepted.
• Consortiums and joint ventures must submit a consolidated B-BBEE certificate.

Other compliance

• Valid COIDA letter of good standing; an expired or fraudulent certificate leads to disqualification.
• Certified company registration certificate and a shareholding breakdown by race, gender and percentage.
• Joint venture agreement showing a percentage split up to 100%, roles and responsibilities, JV bank account and power of attorney to sign the bid.
• Counter conditions or amendments to the bid conditions invalidate the bid.
• Fronting or false information may invalidate the bid and bar the bidder from public sector work for up to ten years.
• CGS may conduct supplier due diligence and pre-appointment vetting, including site visits, verification of legal status, financial stability, technical capability and quality assurance, and authentication of reference letters.

Occupational health and safety

• All work must comply with applicable occupational health and safety legislation.
• The contractor must provide risk assessments, method statements and lockout/tagout procedures where applicable.
• Appropriate personal protective equipment must be supplied and used.
• Waste oils, filters, refrigerants and other hazardous materials must be disposed of safely in line with environmental regulations.

Documents and timeframes

• CGS may require a valid COIDA certificate or equivalent cover within a specified timeframe; failure to comply within that timeframe leads to disqualification.
• The successful provider may be required to submit a health and safety file within a timeframe agreed with CGS.

Emergency response

• 24-hour emergency call-out for the Bellville office.
• 4-hour emergency call-out for Head Office, the National Geoscience Museum and the National Borehole Core Depository.
• Breakdown reports must be submitted within 24 hours of attendance.

Contract basis

• The bidder's tender terms are incorporated into the resulting contract by reference, and CGS relies on the tender as a material representation when awarding and contracting.
• Misrepresentation in a tender may lead to termination of the service and a claim by CGS, notwithstanding a signed service level agreement.
• Where the bidder's proposal conflicts with the service level agreement, the agreement governs.
• A restriction applies to the employment of Council for Geoscience employees within the first twelve months after termination of their service.

CGS rights

• Award to a bidder that did not score the highest points, in terms of section 2(1)(f) of the PPPFA.
• Negotiate terms and conditions, including price, with the bidder identified during evaluation.
• Accept part of a tender rather than the whole tender.
• Conduct site inspections, product evaluations or explanatory meetings before or after adjudication.
• Correct mistakes in the bid documents up to ten days before bid closure.
• Cancel or terminate the tender process at any stage, including after closing.
• Conduct supplier due diligence and pre-appointment vetting before award or during the contract.

Payment

• No upfront or deposit payments; payment falls 30 days after delivery and receipt of an invoice.

Evaluation runs through four sequential gates: mandatory requirements, functional criteria, administrative compliance, and price with specific goals. Only bidders meeting all mandatory requirements advance; only those scoring at least 85 of 100 functional points advance to the administrative stage; only administratively compliant bidders reach price and specific goals.

The 80/20 preference point system applies: 80 points for price, calculated on the comparative price formula against the lowest acceptable bid, and 20 points for specific goals.

Specific goals points

• 51% black ownership: 10 points.
• 30% or more black women ownership: 10 points.
• Points are awarded only where a completed SBD 6.1 and a valid certified SANAS or DTI B-BBEE certificate, or sworn affidavit, are submitted.

CGS reserves the right not to award to the lowest bidder.

The pricing schedule covers maintenance, repairs and emergency call-out on critical mechanical and electrical systems at Council for Geoscience offices over three years.

HVAC minor and major maintenance items (each serviced twice yearly): fan coil units (520), air handling units (2), chiller integral pump (2), heat recovery pumps (2), secondary chilled water pumps (2), secondary hot water pumps (2), primary chilled water pumps (2), primary hot water pumps (2), chillers (2), fresh air and extraction fans (14), BMS system (1), heat exchangers (2), thermal storage tanks (2), motorised valves (2), HVAC MV/LV electrical panel (1) and HVAC expansion tanks (4).

Returnable document

• Pricing schedule (Bill of Quantities): must be completed in full, signed and dated by the bidder, with the signatory's name and position recorded.
• Where the Excel version of the BoQ is used, only the cells highlighted in yellow may be completed.

Submission

• The pricing schedule forms part of the bid pack and must be submitted with the bid by the stated closing date and time.

Scope

• Maintenance, repairs and emergency call-out on critical mechanical and electrical systems at Council for Geoscience offices over a three-year period.
• Rates quoted must cover labour, tools, health and safety compliance, travelling and all other charges applicable per service.

Sites covered

• Head Office (HQ) — HVAC and electrical systems.
• Bellville — combined mechanical and electrical systems.
• NBCD — combined mechanical and electrical systems.

HVAC — minor and major maintenance (twice yearly per item unless noted)

• Fan coil units: 520
• Air handling units: 2
• Chiller integral pump: 2
• Heat recovery pumps: 2
• Secondary chilled water pumps: 2
• Secondary hot water pumps: 2
• Primary chilled water pumps: 2
• Primary hot water pumps: 2
• Chillers: 2
• Fresh air and extraction fans: 14
• BMS system: 1
• Heat exchangers: 2
• Thermal storage tanks: 2
• Motorised valves: 2
• HVAC MV/LV electrical panel: 1
• HVAC expansion tanks: 4

Pumps, compressors and other mechanical equipment — minor and major maintenance

• Domestic water pumps: 2
• Effluent pumps: 2
• Effluent circulation pumps: 2
• Vacuum pump: 1
• Compressor: 1
• 9.1 m3 pressure vessel: 1
• Hot water tanks: 1
• Lifting equipment: 2
• Denim water plant: 1
• Boom gates and spikes: 2
• Turnstile gates: 2
• Industrial roller doors: 4 (once yearly)
• Mobile air compressors: 3 (once yearly)

Certification and testing

• Annual inspection and certification of 2 lifting equipment items.
• Pressure equipment test and issue of Certificate of Conformity for: 9.1 m3 pressure vessel (1), hot water tanks (1), HVAC expansion tanks (4), mobile air compressors (3).

Electrical systems — minor and major maintenance

• Generators 275 kVA: 2 (once yearly)
• UPS 100 kVA and 120 kVA: 4 (minor maintenance three times yearly, major once yearly)
• Distribution boards and ATS: 84
• HVAC transformer: 1
• Electric fence: 1
• Transformers: 2

Bellville site — combined electrical and mechanical

• Cassette units: 46
• Midwall split unit: 1
• VRV outdoor units: 7
• Generator: 1
• Electric fence: 1
• Gate motors: 2
• Boom gate: 1
• Industrial garage doors: 2
• UPS: 1
• Distribution boards: 3
• Extraction fans: 2

NBCD site — combined electrical and mechanical

• Central air cooler: 1
• Generator: 1
• Industrial garage doors (manual): 4
• Forklift electrical charging system: 2
• Crusher plant: 1
• Distribution board: 1
• Industrial garage doors (motorised): 4

Bill of Quantities covering maintenance of mechanical and electrical systems: HVAC minor and major maintenance (fan coil units, air handling units, chillers, pumps, BMS, heat exchangers and related plant); pumps, compressors and other mechanical equipment minor and major maintenance; lifting equipment certification; pressure equipment testing and Certificate of Conformity; electrical system minor and major maintenance (generators, UPS, distribution boards, transformers, electric fence); combined electrical and mechanical maintenance at the Bellville and NBCD sites; mark-up percentages for spares; emergency labour rates for engineer, technician and technician assistant across normal hours, weekday and Saturday overtime, and Sunday and public holiday overtime; travel rate per kilometre; and three-year contract totals with CPI-linked escalation.

Pricing format

• Bill of Quantities priced per line item (unit price and amount), with Year 1 totals per system and a three-year contract total.
• Year 2 total = Year 1 total x 1.06; Year 3 total = Year 2 total x 1.06. The 6% escalation is indicative and will be linked to the CPI.
• Rates are inclusive of labour, tools, health and safety requirements, travelling and any other applicable charge per service.
• VAT is added at 15% on the grand total excluding VAT.

Spares and variable costs

• Provision for spares and other variable costs is calculated at 20% of the maintenance cost.
• Mark-up percentage for spares and services not listed on the BoQ is quoted per value band: R0 – R9 999; R10 000 – R49 999; R50 000 – R99 999; R100 000 – R499 999; R500 000 and above.

Emergency labour and travel rates

• Hourly rates required for engineer, technician and technician assistant under: normal working hours; overtime on normal workdays and Saturdays; overtime on Sundays and public holidays.
• Travel rate per kilometre required; the travelling rate applies only when attending to emergencies.

Treatment of arithmetic errors

• Where a line-item total differs from unit rate x quantity, the line-item total governs and the unit rate is corrected.
• Where the decimal point in a unit rate is obviously misplaced, the quoted line-item total governs and the unit rate is corrected.
• Where the addition of prices is wrong, the total of the prices governs and the bidder will be asked to revise selected item prices to reach the quoted total.
• No bidder may change total quoted prices after the bid closes.

Arithmetic errors in the bid price

• A line-item total that differs from unit rate x quantity: the line-item total governs and the unit rate is corrected.
• An obviously misplaced decimal point in a unit rate: the quoted line-item total governs and the unit rate is corrected.
• An error in the addition of prices: the total of the prices governs and the bidder is asked to revise selected item prices to reach the quoted total.
• No bidder may be given the opportunity to change total quoted prices after the bid closes.