Objectives

The primary objective of this tender is to appoint a qualified contractor to diagnose, repair, and restore full operational functionality to two malfunctioning split-unit air conditioning systems located at the Butterworth Magistrate Court.

Scope of Work

• Conduct an immediate site inspection upon formal appointment to assess the condition and fault diagnosis of the two specified units.
• Procure all necessary spare parts, components, and refrigerant gas required for the repair.
• Execute repairs, component replacements, and post-repair testing to ensure optimal cooling performance.
• Leave all replaced spares and equipment on-site unless explicitly instructed otherwise by the Project Manager.
• Provide basic tools while rendering services and maintain a safe, clean work environment.
• Submit comprehensive close-out documentation, including signed job cards, timesheets, declaration forms, and original supplier invoices.

Technical Requirements

• CIDB Registration: Minimum contractor grading designation of 1 ME or higher (or PE/PE* for emerging enterprises).
• Regulatory Compliance: Valid registration on the National Treasury Central Supplier Database (CSD) and CIDB, maintained throughout the contract period.
• Pricing Structure: Rate-based Bill of Quantities (BOQ) with re-measurable quantities. Bidders must provide unit rates for specified line items (e.g., compressors, PC boards, fan motors, refrigerant R410, skilled/unskilled labour, and travel).
• Pre-Work Authorization: Submission of a pro-forma invoice detailing material costs, labour, and travel for Project Manager review and written approval before any work commences.
• Invoicing & Payment Terms: Detailed tax invoices must be submitted within 16 calendar days of job completion. Invoices must include the Archibus system call ID, relevant order number, itemised costs, signed job cards, and original supplier invoices. Failure to comply results in forfeiture of payment.
• Travel Claims: Kilometre claims are capped at a maximum of 200 km per visit/trip and will be verified against the contractor's registered office distance.
• Security: Provision of a 2.5% retention, cash deposit, or variable guarantee of the Contract Sum (excluding VAT), selected by the contractor.
• HSE Compliance: Strict adherence to Occupational Health and Safety Act regulations, including submission of a health and safety plan upon commencement.

Skills & Experience Requirements

• Project Experience: Demonstrated experience in executing comparable HVAC or building maintenance projects within the past five to ten years.
• Performance History: Proven track record of meeting contractual deadlines, adhering to budgets, and delivering quality workmanship. Contactable references for current and previous projects are mandatory for responsiveness.
• Human Resources: Allocation of suitably qualified personnel, including a contract manager, site agent, foreman, and technical staff. Submission of a company organogram, CVs, certified IDs, and proof of professional registration is required.
• Financial Capacity: Evidence of financial viability and sufficient liquidity to procure materials and execute the scope without cash flow disruptions.
• Preferential Procurement: Evaluation utilises an 80/20 scoring system, awarding up to 20 points for specific socio-economic goals (e.g., BBBEE ownership by historically disadvantaged groups, black women, youth, or persons with disabilities, and local municipal presence).

Key Terms & Explanations

• Archibus Call ID: A digital tracking reference generated by the Department of Public Works and Infrastructure’s facilities management software, used to log, prioritise, and monitor all service requests and maintenance jobs.
• Re-measurable Quantities: A contracting method where final payment is calculated by multiplying agreed unit rates by the actual quantities of work or materials consumed, rather than paying a fixed lump sum regardless of actual usage.
• 80/20 Preference Point System: A South African public procurement framework where bids are scored out of 100 points: 80 points are allocated for the lowest price, and 20 points are awarded for compliance with designated socio-economic transformation targets.
• CIDB 1 ME Grading: The Construction Industry Development Board classification for small-scale enterprises capable of undertaking low-complexity construction and engineering works, typically suited for routine maintenance and minor repairs.