Tender Summary

Objectives

The South African National Biodiversity Institute aims to appoint a qualified service provider to supply and install eight new freestanding fireplaces across multiple buildings at the Kirstenbosch National Botanical Gardens. The primary objective is to improve building functionality and aesthetics through reliable heating solutions while ensuring strict adherence to safety, environmental protection, and public procurement regulations.

Scope of Work

The successful bidder will remove existing fireplaces and deliver a complete installation package. The scope includes:

• Supplying eight freestanding open fireplaces (approx. 805mm × 860mm × 550mm) constructed from heavy-duty mild steel, compatible with wood or charcoal fuel.
• Providing a complete combo package per unit: log grate, ash pan, fire screen, escutcheon plate, poker, rotating cowl, 4.2 metres of flue piping, and installation manuals.
• Executing roof penetration works: installing an EPDM rubber boot seal or custom metal flashing around each flue, fully waterproofing surrounding areas, and sealing all joints with high heat-resistant sealant.
• Conducting all associated labour, equipment, spares, and materials required for proper execution.
• Operating within a twelve-month contract period post-commencement, with works carried out at the specified garden site under controlled access arrangements.

Technical Requirements

Bidders must meet stringent regulatory, contractual, and evaluation criteria:

• Licensing & Registration: CIDB contractor grading designation of Level 1 ME or higher, plus mandatory registration on the Central Supplier Database (CSD).
• Compliance: Adherence to SANS 10400 building regulations, the Occupational Health and Safety Act, Construction Regulations 2014, and local municipal by-laws.
• Health & Safety: Submission of a comprehensive Health and Safety Plan prior to commencement, covering risk assessments, incident reporting, emergency planning, and staff inductions.
• Financial & Contractual Terms: Performance guarantee equal to 10% of the contract sum; retention money starting at 10% (capped at 5%, reducing to 2.5% upon completion); latent defect liability period of one year. Contractors bear full risk for damage during construction and must maintain public liability insurance with a minimum R1 million cover per claim.
• Pricing Model: Re-measurement contract where VAT is included, but no price adjustments are permitted for material cost fluctuations during the contract period.
• Evaluation Process: Two-stage assessment. Phase 1 evaluates functionality (minimum 70/100 points required) covering company profile, past project references, personnel qualifications, and business locality. Phase 2 applies an 80/20 preference point system: 80 points for price competitiveness and 20 points for Broad-Based Black Economic Empowerment (B-BBEE) specific goals (race, gender, and disability ownership).
• Mandatory Documentation: Completed SBD forms, COIDA good standing letter, CIDB certificate, public liability insurance proof, detailed cost breakdown, and product specifications.

Skills Requirements

The tender demands demonstrated expertise in roofing, chimney systems, and metal fabrication/installation. Key competency requirements include:

• Company Experience: Proven track record in similar projects, supported by reference letters detailing client name, project value, duration, and completion status.
• Personnel Qualifications: Directly engaged technicians and tradesmen must hold relevant certifications and possess between one to over nine years of field experience, verified via CVs.
• Technical Execution: Ability to conduct accurate onsite measurements, handle heavy steel components, apply advanced waterproofing and flashing techniques, and safely operate power tools in sensitive ecological environments.
• Safety Management: Competence in implementing national OHS standards, coordinating subcontractor activities, maintaining site housekeeping, and enforcing strict security and environmental protection protocols.

Explanation of Key Terms

• CIDB Grading: A South African classification system that assesses contractors' financial turnover, project complexity capacity, and operational maturity. Level 1 ME indicates suitability for smaller civil and mechanical engineering projects.
• Re-measurement Contract: A payment structure where the final contract value is calculated based on actual quantities of work completed and verified, rather than fixed initial estimates.
• EPDM Boot Seal: Ethylene propylene diene monomer rubber flashing used to create durable, watertight seals around roof penetrations such as flue pipes, preventing leaks.
• 80/20 Preference System: A government procurement scoring method where 80% of evaluation points are allocated to competitive pricing and 20% to socio-economic transformation goals (B-BBEE ownership metrics).
• Latent Defect Period: A statutory timeframe (one year in this tender) during which the contractor remains legally liable for hidden faults or failures that emerge after practical completion of the works.