Objectives

The primary objective of this tender is to appoint a qualified contractor to deliver comprehensive maintenance, servicing, and repair services for HVAC equipment across the Mthatha Regional Office jurisdiction. The contract aims to ensure reliable climate control operations, minimize system downtime, and maintain compliance with public procurement standards over a fixed 24-month period.

Scope of Work

The scope covers the routine servicing, diagnostic troubleshooting, and repair of all HVAC installations within the designated Mthatha Regional Office area, specifically including the PRD Building (5th Floor). The engagement spans 24 months and requires bidders to participate in a mandatory site inspection to evaluate existing equipment conditions and site access before submitting their proposals.

Technical Requirements

• CIDB Grading: Bidders must hold a minimum Construction Industry Development Board (CIDB) grade of 3ME or higher, verifying approved capacity for mechanical engineering works.
• Functionality Threshold: Proposals will undergo a technical functionality assessment scored out of 100. A minimum passing score is mandatory to qualify for the subsequent price and preference evaluation.
• Security Clearance: The awarded contractor will be subject to mandatory security vetting prior to contract commencement.
• Mandatory Site Inspection: Attendance at a compulsory site visit on 29 October 2026 at 14:30 at the PRD Auditorium, Mthatha, is strictly enforced to ensure accurate scoping and risk assessment.

Skills Requirements

Bidders must demonstrate technical and operational capabilities aligned with the CIDB 3ME classification, including:

• Certified HVAC technicians and engineers proficient in diagnosing, maintaining, and repairing commercial-grade climate control systems.
• Project coordination expertise to manage scheduled preventive maintenance, reactive repairs, and compliance reporting throughout the 24-month term.
• Adherence to occupational health and safety regulations, particularly concerning electrical, refrigerant, and mechanical HVAC components.
• Administrative and financial capacity to sustain long-term service delivery, procure spare parts efficiently, and meet municipal documentation standards.

Explanation of Key Terms & Processes

• 80/20 Point Scoring System: A standard evaluation model under South Africa's Preferential Procurement Policy Framework Act. Eighty percent of the total score is allocated to price competitiveness, while twenty percent is reserved for specific socio-economic goals such as Broad-Based Black Economic Empowerment (B-BBEE) status, enterprise development, and workforce transformation targets.
• Functionality Score: A pre-qualification assessment measuring a bidder's technical capability, compliance documentation, and relevant experience. Bidders must achieve the stipulated minimum threshold to proceed to financial evaluation.
• CIDB 3ME Grading: An official industry classification denoting a contractor's approved capacity to execute mechanical engineering projects. Grade 3ME indicates proven experience, financial stability, and technical resources suitable for medium-scale HVAC and mechanical infrastructure works.