Tender Summary: Repairs to Leaking Roof and Replace Damage Ceiling at Mthatha Magistrate Office

Objectives

The primary objective of this quotation is to execute urgent day-to-day maintenance works at the Mthatha Magistrate Office. The project aims to identify, repair, and rectify structural defects in the building’s roofing system to eliminate water ingress, and subsequently replace all compromised ceiling sections to restore the facility to a safe, functional, and compliant operational standard.

Scope of Work

The successful service provider will be responsible for the end-to-end execution of the following tasks:

• Conduct an immediate site inspection upon receiving the appointment to assess damage and establish a safe working environment.
• Submit a detailed pro-forma invoice outlining material costs, labour, and travel expenses for prior approval before commencing any physical work.
• Execute all roof repairs and ceiling replacements strictly within agreed timeframes, ensuring minimal disruption to court operations.
• Provide all basic hand tools required for the job. Equipment hiring requires explicit written approval from the Project Manager.
• Leave all replaced spare parts and equipment on-site unless directed otherwise.
• Comply with all occupational health and safety regulations, including submitting a site-specific health and safety plan within twenty-one days of commencement.
• Submit fully documented invoices, including signed job cards, timesheets, and original supplier proofs of purchase for materials, within sixteen calendar days of completion to qualify for payment.

Technical Requirements

• CIDB Grading: Contractors must hold a minimum Construction Industry Development Board (CIDB) grading of 1 GB or higher. Emerging enterprises may qualify under the PE grading category.
• Quality Standards: All workmanship and materials must adhere to manufacturer specifications, accepted industry practices, and written instructions from the appointed Service Manager.
• Documentation & Verification: Original supplier invoices must accompany all material claims. Failure to provide these results in non-payment. Testing of materials or workmanship may be mandated by the employer.
• Security & Compliance: Personnel may be subject to security clearance procedures. The contractor must maintain valid Central Supplier Database (CSD) registration throughout the contract period and comply with current gazetted labour rates.
• Contract Framework: The project operates under the Department of Public Works and Infrastructure (DPWI) Facilities Management Conditions of Contract, which governs variations, penalties, dispute resolution, and termination clauses.

Skills and Experience Requirements

• Project Experience: Demonstrable experience in executing comparable building maintenance, roofing, and ceiling replacement projects within the past five to ten years.
• Performance History: Evidence of strong contractual adherence, timely completion, effective financial management, and high-quality workmanship on previous contracts. Contactable references must be provided.
• Human Resources: Allocation of suitably qualified personnel, including a contract manager, site agent, and foreman. Submission of a company organogram, certified identification documents, curriculum vitae, and proof of professional registration is mandatory.
• Capacity & Workload: Proof that the tenderer possesses sufficient technical capacity and manageable current workload to deliver the project without delay.
• Broad-Based Black Economic Empowerment (B-BBEE): Valid B-BBEE certificates or sworn affidavits are required to claim preference points. Specific goals reward ownership by historically disadvantaged groups, women, youth, persons with disabilities, and local municipal presence.

Key Terms and Clarifications

This tender utilizes several specialized procurement and contractual mechanisms:

• Re-measurable Quantities: Unlike fixed-price contracts, final payment is calculated based on the actual measured volume of work completed and materials consumed, rather than initial estimated figures.
• Pro-forma Invoice Approval Process: Contractors cannot begin work until a preliminary cost breakdown is reviewed and formally approved by the Project Manager, ensuring budget alignment before resource deployment.
• 80/20 Preference Points System: Bid evaluation allocates eighty percent of scoring weight to the financial offer and twenty percent to specific socio-economic goals (e.g., B-BBEE status, local municipality location), in line with national preferential procurement regulations.
• Archibus Reference Requirement: All invoices must reference a unique Archibus system-generated call ID. This is the Department’s integrated asset and facilities management tracking platform; missing references invalidate payment claims.
• Strict Time & Penalty Clauses: Time is considered of the essence. Delays beyond approved timeframes, failure to submit invoices within sixteen days, or non-compliance with safety protocols trigger automatic contract termination or financial penalties.