Objectives

The primary objective of this tender is to appoint a competent service provider to promptly inspect, diagnose, and unblock the main sewerage system at the Mthatha Embassy facility. The contract aims to restore sanitary functionality efficiently, maintain operational continuity, and ensure strict compliance with health, safety, and departmental maintenance standards.

Scope of Work

This is a rate-based, day-to-day maintenance contract where actual quantities are re-measurable. Upon receipt of a formal appointment (purchase order or letter of appointment), the contractor must immediately attend the site, conduct a thorough inspection, and submit a pro-forma invoice detailing labour, material, and travel costs for project manager approval. Following approval, work must commence and conclude within agreed timeframes. The contractor is responsible for supplying basic tools, leaving all replaced spares and equipment onsite, and complying with all occupational health and safety regulations. Invoicing requires submission of original supplier proofs, signed job cards, timesheets, and the official Archibus system call ID within sixteen calendar days of completion. Weekend or public holiday interventions require prior written authorisation.

Technical Requirements

• CIDB Grading: Minimum 1 SO or 1 SO* designation (or PE for qualifying emerging enterprises).
• Registrations: Valid Central Supplier Database (CSD) and CIDB registration must remain active throughout the contract period.
• Pricing Schedule: Completion of a rate-based Bill of Quantities specifying daily rates for skilled and unskilled labour, kilometre travel rates, and percentage markups for materials and equipment hire. Value Added Tax applies at 15%.
• Security & Compliance: Provision of 2.5% performance security (via cash deposit, variable guarantee, or retention). Full adherence to the DPW Facilities Management Conditions of Contract, including confidentiality, insurance, incident reporting, and security clearance protocols.
• Evaluation Model: Application of the 80/20 preference point system, allocating up to 80 points for price competitiveness and 20 points for socio-economic transformation criteria.

Skills & Experience Requirements

• Project Experience: Demonstrable history of executing comparable sewerage or plumbing maintenance projects within the past five to ten years.
• Performance Track Record: Evidence of timely project delivery, budget adherence, quality workmanship, and effective health and safety management, supported by verifiable client references.
• Personnel Competency: Deployment of suitably qualified staff, including a contract manager, site agent, and foreman. Submission of an organisational chart, certified identification documents, curriculum vitae, and proof of professional registration is mandatory.
• Operational Capacity: Demonstrated ability to manage current and future workloads, coordinate subcontractors, and maintain adequate plant and equipment resources.
• Financial Stability: Proof of sufficient liquidity and financial capacity to sustain operations and fulfil warranty obligations throughout the service period.

Explanation of Unusual or Complicated Terms

• Archibus System Call ID: A unique digital reference number generated by the Department’s integrated asset management platform. Contractors must quote this ID on all invoices to automatically link payments to the specific maintenance request logged by the facility management team.
• Re-measurable Quantities: Unlike fixed-price contracts, this agreement does not stipulate total volumes upfront. Payment is calculated post-completion by multiplying actual labour days, travel kilometres, and materials consumed by the tendered unit rates.
• 80/20 Preference Point System: A statutory procurement scoring framework where maximum 80 points are awarded for the lowest compliant financial offer, and 20 points are distributed based on socio-economic transformation goals (e.g., black ownership, women/youth/disability empowerment, and local municipal presence).
• CIDB Grading (1 SO / PE): Classification issued by the Construction Industry Development Board indicating minimum technical competency. “SO” refers to Standard Ordinary works, while “PE” is a preferential category designed to facilitate market access for qualifying emerging enterprises.