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DPWI Tender: 2-Year Aircon Maintenance in Mpumalanga

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The Department of Public Works and Infrastructure (DPWI) has issued an open tender (Bid Number: NST25/021) for the scheduled and unscheduled maintenance of air conditioning systems across public facilities in Cluster 7, comprising Thembisile Hani and J.S. Moroka Local Municipalities in Mpumalanga. The contract spans 24 months and aims to ensure consistent, efficient, and safe operation of HVAC systems in government buildings, including administrative offices and correctional facilities.

This tender, published on Thursday, 11 December 2025, requires bidders to demonstrate technical expertise in air conditioning maintenance, responsive emergency support, and strict compliance with statutory and safety regulations. Notably, attendance at the compulsory briefing session is mandatory—a key condition that disqualifies non-attendees.

Scope of Air Conditioning Maintenance Services

The scope covers comprehensive maintenance of all air conditioning units within designated facilities, including routine servicing, filter replacement, refrigerant management, diagnostic assessments, component repairs, and 24/7 emergency call-outs for system failures. Contractors must service a variety of systems, from residential-grade split units to commercial central air systems, ensuring optimal performance, energy efficiency, and user comfort throughout the contract period.

All work must comply with the Occupational Health and Safety Act, Environmental Management Regulations, and technical standards governing refrigerant handling and electrical safety. Bidders are expected to provide mobile service teams capable of rapid deployment across dispersed sites in rural and semi-urban areas of Mpumalanga.

Compulsory Briefing and Site Inspection Requirements

A compulsory briefing session will be held on Tuesday, 13 January 2026, at 11:00 AM at the Main Entrance of Nelspruit Prison. DPWI has emphasized that attendance is non-optional—bidders who fail to attend will be automatically disqualified, regardless of technical or pricing competitiveness. During the session, officials will clarify scope details, site access protocols, security clearance procedures, and performance expectations. Bidders are encouraged to bring technical personnel to facilitate meaningful engagement.

Technical and Licensing Eligibility Criteria

Only bidders holding a valid SAQCC Gas Handling Licence (Category B) issued under the company’s name may participate. Additionally, all technical staff assigned to the contract must possess certified HVAC-R trade certificates, diplomas, or degrees. Submissions must include:

  • Proof of COIDA registration
  • A detailed health and safety plan
  • A list of at least five comparable projects completed within the last five years, with client contact details for verification
  • A resolution authorizing the signatory to bind the company
  • Valid tax compliance confirmation via the Central Supplier Database (CSD)

Joint ventures must submit a notarized agreement specifying the lead partner, profit-sharing structure, and operational address.

Functionality Assessment and Scoring Threshold

Evaluation follows a two-stage process. First, bids undergo a compliance check. Qualified bidders then enter a functionality assessment (100 points), where a minimum score of 70 is mandatory to proceed. Scoring criteria include:

  • Technical methodology and service delivery plan (30%)
  • Past performance and reference projects (25%)
  • Staffing, equipment, and geographic coverage (25%)
  • Compliance and safety systems (20%)

Only bidders meeting the 70-point threshold advance to price and preference evaluation.

Preferential Procurement and B-BBEE Compliance

The final award uses the 80/20 Preferential Procurement Point System:

  • 80 points for price competitiveness (lowest responsive bid = 80 points)
  • 20 points for verified B-BBEE status aligned with specific goals:
    • Black ownership (8 pts)
    • Women ownership (6 pts)
    • Youth ownership (5 pts)
    • Disability ownership (1 pt)

Bidders must submit a valid B-BBEE affidavit or certificate (per turnover thresholds) to claim these points. Preference claims without documentation will not be considered.

Related opportunity: Rustenburg Tender: Window Repair & Maintenance – 3 Years

Submission Process and Key Contact Details

All bids must be submitted by Wednesday, 28 January 2026, at 11:00 AM to the DPWI Bid Box at 30 Brown Street, Nelspruit, 1200. Submissions must include:

  • One original signed bid
  • One printed copy
  • One USB with a full digital copy
  • One zipped email (max 100MB) to tenders@dpw.gov.za

Documents must be completed in black ink—correction fluid, electronic signatures, or late submissions are grounds for disqualification.

For procurement inquiries, contact:
Ayanda Mkhonza – 013-753-6318 | ayanda.mkonza@dpw.gov.za

For technical clarifications, contact:
Thabani Mavundla – 013-753-6327 | thabani.mavundla@dpw.gov.za

Tender Documents:

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