36-month term contract for servicing, maintenance and repair of hot water heat pumps, storage cylinders and circulating pumps at state facilities in East London and surrounds. Requires CIDB 3ME grading, three heat pump or hot water system references (R450,000+ each), and qualified refrigeration and electrical technicians.
The Department of Public Works and Infrastructure is seeking a service provider under a 36-month term contract for the maintenance, repair and servicing of hot water systems at national government facilities in East London and surrounding areas. The contract covers air-source hot water heat pumps (7kW and 25kW units, constant temperature or constant flow variable temperature), hot water storage cylinders ranging from 450 litres to 5,000 litres, and associated pumps, tanks and ancillary equipment. The equipment is in active use, and the primary objective is regular preventative and routine maintenance, with repairs carried out where equipment can be economically repaired. Where equipment is uneconomical to repair, the Department may request separate quotations for replacement. The provider must also keep accurate records of all refrigerant gas used, comply with the Air Quality Management Act, and tag all serviced equipment with engraved aluminium asset labels.
The pricing schedule is structured around four bills: preliminaries and general requirements, scheduled servicing (half-yearly minor and annual major services for each equipment type across three service cycles), replacement and new installation of equipment, and general provisional items. Provisional allowances include non-scheduled corrective and breakdown work with a R2.6 million material allowance (priced at cost plus the bidder's mark-up), 50,000 km of transport, and provisional labour hours for refrigeration or air-conditioning technicians, millwrights, electricians and assistants at normal and overtime rates. Rates are subject to an annual escalation cap of 5%, with no adjustment permitted in the first twelve months after award. Interested bidders should note that the bid carries a compulsory briefing on 20 November 2026, and that the Department may pass over the highest-scoring bidder under objective criteria designed to spread risk across three separate regional contracts (Queenstown, Port Elizabeth and East London). A single provider may not be awarded more than one of these bids unless no other responsive bidder exists.
Key eligibility requirements include a CIDB contractor grading of 3ME or higher, a minimum bank rating code of D for at least R1 million, and at least three reference letters for completed or current projects valued at R450,000 or more each, covering servicing, maintenance, repair or installation of heat pumps and hot water systems within the last five years. Minimum key staff are at least three trade-tested refrigeration or air-conditioning technicians, one trade-tested millwright, and one trade-tested electrician. Evaluation uses the 80/20 preference point system, with 80 points for price and 20 points for specific goals, including EME/QSE ownership by black people, black women, black people with disabilities, black youth, and Eastern Cape location. The bid document costs R300 (non-refundable, cash only) and closes on 1 December 2026 at 11:00. Bidders should note that some contract data fields reference Port Elizabeth as the site city, so the exact site locations should be confirmed with the technical contact before pricing.
This tender is best suited to HVAC, refrigeration and air-conditioning contractors, and mechanical services companies with CIDB 3ME grading (or capable of achieving it), trade-qualified refrigeration or air-conditioning technicians, and access to a millwright and electrician. Businesses with documented experience maintaining heat pumps or commercial hot water systems, particularly within the last five years, and with the ability to provide three qualifying references, are most likely to be competitive. Eastern Cape-based businesses, and EMEs, QSEs, or entities majority-owned by black people, women, youth or persons with disabilities may also gain specific-goal points. Larger firms with multi-regional capacity should note the objective criteria limiting awards to one regional bid per provider unless no other responsive bidder exists.
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