Tender Summary: Unblocking of Storm Water Drain at Group 46 SAPS

Objectives

The primary objective is to execute routine facilities maintenance by clearing and unblocking the storm water drainage system at the Group 46 SAPS facility. The contract aims to ensure efficient water runoff, prevent structural damage or flooding, maintain site safety, and uphold infrastructure functionality through timely, compliant, and cost-effective service delivery.

Scope of Work

The successful bidder will be responsible for:

• Conducting thorough site inspections and investigations immediately upon receiving a purchase order or formal appointment.
• Clearing blockages from the storm water drain and implementing necessary safety measures during operations.
• Supplying all basic tools required to perform the service.
• Submitting a detailed pro-forma invoice outlining material costs, labour, and travel expenses for prior approval before commencing repairs.
• Executing all work within strictly agreed timeframes, with time considered essential to the contract.
• Leaving any spare parts or hired equipment on-site unless explicitly instructed otherwise by the Project Manager.
• Complying with all occupational health and safety regulations and undergoing security clearance where required.
• Submitting complete invoicing documentation, including signed job cards, timesheets, declaration forms, and original supplier invoices for materials, within sixteen calendar days of completion.

Technical Requirements

Bidders must satisfy the following technical and administrative criteria:

• CIDB Grading: Minimum Contractor Grading Designation of 1 SO or 1 SO* (or PE for emerging enterprises).
• Registration: Valid registration on the National Treasury Central Supplier Database (CSD) and appropriate CIDB classification for the scope of work.
• Pricing Model: Rate-based Bill of Quantities featuring re-measurable quantities. Labour is priced per day, travel per kilometre (return trips capped at 200km), and percentage markups apply to materials and equipment hire.
• Documentation: Submission of fully completed tender forms, board resolutions, bidder disclosure declarations, preference points claim forms, and B-BBEE affidavits or certificates as applicable.
• Health & Safety: Provision of an acceptable health and safety plan within twenty-one days of commencement, fully compliant with the Occupational Health and Safety Act.
• Invoicing Protocol: All invoices must reference the Archibus system-generated call ID and relevant order number. Failure to submit within the stipulated period results in forfeiture of payment rights.

Skills and Personnel Requirements

The tenderer must demonstrate adequate technical capacity and operational experience through:

• Key Personnel: Allocation of suitably qualified and experienced staff, including a contract manager, site agent, foreman, and technical/administrative support.
• Documentation: Submission of a company organogram, CVs, certified identity documents, and proof of professional registration for all principals and employed workforce.
• Project Experience: Demonstrated history of executing comparable drainage or civil maintenance projects within the past five to ten years, supported by verifiable client references.
• Performance Metrics: Evidence of strong adherence to contractual timelines, quality workmanship, effective financial and labour management, and strict compliance with safety and regulatory standards.
• Capacity: Proof of sufficient current and future workload capacity to deliver the services without compromising quality or deadlines.

Explanation of Unusual or Complicated Terms

• Archibus System Call ID: A digital tracking identifier generated by the Department’s computerized maintenance management system, used to log, track, and verify service requests and payments.
• Re-measurable Quantities: A pricing method where final payment is calculated based on the actual volume of work completed rather than a fixed lump sum.
• 80/20 Preference Points System: A South African public procurement scoring model awarding eighty points for price competitiveness and twenty points for socio-economic goals (e.g., BBBEE ownership demographics, local municipality presence).
• CIDB 1 SO Grading: The Construction Industry Development Board’s rating for contractors specializing in small-scale civil and drainage works.