Tender Summary: Servicing of Office Air Conditioners

Objectives

The primary objective is to appoint a qualified and experienced service provider to perform routine maintenance and servicing of office air conditioning units across multiple Harry Gwala District Municipality facilities, ensuring uninterrupted climate control and operational efficiency.

Scope of Work

The contract encompasses the servicing of air conditioning units with capacities ranging from 9,000 to 36,000 BTU across eight municipal locations:

• Main Office
• Umzimhkhulu Satellite
• Kokstad Satellite
• Franklin Satellite
• Underberg Satellite
• Disaster Management Centre
• Bulwer Satellite
• Umngeni Satellite

The successful provider will execute comprehensive servicing for all listed units and will be required to sign a formal written contract upon award. The municipality reserves the right to accept quotations in whole or in part and may negotiate market-related pricing if initial quotes are deemed uncompetitive.

Technical Requirements

• Firm pricing quotes that are inclusive of VAT.
• Submission of mandatory municipal bidding forms: MBD1, MBD4, MBD6.1, MBD8, and MBD9.
• Valid Tax Clearance Certificate or SARS Personal Identification Number (PIN).
• Active registration on both the Municipal Supplier Database and the Central Supplier Database (CSD).
• Proof that municipal rates and services accounts are not in arrears for more than 90 days for the company and all directors/shareholders, supported by utility bills, lease agreements, or sworn affidavits where standard billing does not apply.
• Strict exclusion of any bidders who are currently in the service of the state.
• Evaluation utilizes an 80/20 preference point system: 80 points for price and 20 points for specific socio-economic goals.
• Full 20 preference points awarded to enterprises physically located within the KwaZulu-Natal province.

Skills Requirements

• Certified HVAC technicians or engineers with documented experience in commercial office air conditioning maintenance.
• Technical proficiency to safely service and maintain diverse unit capacities (9,000–36,000 BTU) across multiple geographic sites.
• Administrative competence to accurately complete complex municipal compliance documentation and adhere to strict submission protocols.
• Familiarity with South African public procurement legislation, preferential scoring mechanisms, and conflict-of-interest regulations.

Key Terms & Clarifications

80/20 Preference Point System: A standard South African government procurement scoring model where 80% of the total evaluation score is calculated based on price competitiveness, and 20% is allocated for meeting designated socio-economic targets (specifically, provincial location in this tender).

CSD Registration: Mandatory enrollment in the Central Supplier Database, the national government repository used to verify supplier legitimacy, tax status, and eligibility for public sector contracts.

Persons in Service of the State: Legal term referring to current municipal council members, provincial or national legislators, government officials, or public entity board members. Their participation is strictly prohibited to prevent conflicts of interest and ensure fair competition.