Request for Bid: ARC/22/08/2025 – HVAC System Repairs & Maintenance (Five-Year Agreement)

# Request for Bid: ARC/22/08/2025 – HVAC System Repairs & Maintenance (Five-Year Agreement)

## Overview

The **Agricultural Research Council (ARC)** has issued a Request for Bid under **ARC/22/08/2025**, inviting qualified contractors to provide **repairs and maintenance for HVAC systems and related equipment** over a **five-year contract**. This is an outstanding opportunity for companies with proven HVAC expertise to secure long-term institutional work.

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## Location & Scope of Services

* **Location**: Corner of Bosch Street and Kanyamazane Road (R2296), Nelspruit, Mpumalanga, 1200.

* **Scope**: All manner of HVAC maintenance and repairs—covering system components and associated equipment.

  ([easytenders.co.za][1])

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## Key Dates & Tender Details

| Milestone | Date & Time |

| ------------------------ | -------------------------------------------------------- |

| **Opening Date** | Friday, 29 August 2025 |

| **Closing Date** | Monday, 29 September 2025 at 11:00 AM |

| **Briefing** | **Not required** (neither compulsory nor optional) |

| **Documentation** | HVAC Repairs Bid Document (\~857 KB PDF) via  |

|| |

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## Submission Guidance

### 1. **Bid Packaging**

Your proposal must be submitted in **two distinct sealed envelopes**:

* **Envelope A**: Technical Documentation (excluding any cost information)

* **Envelope B**: Financial Proposal (pricing only)

Failure to maintain this separation will result in automatic disqualification.

### 2. **Enquiries**

* **Contact Person**: Bheki Khoza

* **Email**: \[email protected]

* **Tel**: 013-753-7157

Queries should be submitted well ahead of the closing date to allow time for clarification.

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## Step-by-Step Bid Preparation Guide

### A. Review the Documentation

* Download and analyze the tender PDF for technical expectations, service standards, and legal/compliance requirements.

### B. Develop the Technical Proposal (Envelope A)

Include:

* Company overview and relevant HVAC experience

* Maintenance strategy and service delivery plan

* Staff qualifications and certifications (e.g., HVAC trade licenses)

* Quality assurance and health/safety measures

* Completed SBD forms (if specified)

### C. Draft the Financial Proposal (Envelope B)

Include:

* Transparent cost breakdown (labour, parts, call-out fees, etc.)

* Pricing methodology and assumptions

Ensure **no cost details** are included in the technical envelope.

### D. Prepare Compliance Documents

Gather:

* CSD registration confirmation

* SARS tax clearance certificate or PIN

* B-BBEE certificate or affidavit

* CIPC company registration documents

* Certified copies of directors’ IDs or relevant practitioners

### E. Label Your Submissions Clearly

Use the following format:

```

Envelope A – Technical Bid: ARC/22/08/2025 – HVAC Repairs

Envelope B – Financial Proposal: ARC/22/08/2025 – HVAC Repairs

```

### F. Submit On Time

Ensure both envelopes are delivered to ARC’s Nelspruit location by **11:00 AM on 29 September 2025**.

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## Pro Tips for a Competitive Submission

1. **Strictly Separate Envelopes** – It’s non-negotiable; improper submission means disqualification.

2. **Demonstrate Rapid Response & Reliability** – Highlight capacity to manage emergency HVAC breakdowns.

3. **Showcase Institutional Experience** – Prior work with research or commercial facilities adds credibility.

4. **Ensure Transparency in Pricing** – A clean, itemized budget builds trust and ease of comparison.

5. **Keep Documentation Up-to-Date** – Invalid or unsigned documents can derail your bid.

6. **Submit Early** – Avoid last-minute setbacks due to couriers or technical glitches.

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## Why This Tender is a Strategic Opportunity

* **Long-Term Work Stability**: A five-year term offers consistent workflow and revenue.

* **Reputable Client**: The ARC is a national research leader—securing this contract builds your institutional credentials.

* **Gateway for Future Work**: Success here may unlock additional tender opportunities in academia or public infrastructure.

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## Tender Summary Table

| Component | Details | |

| ------------------------ | ------------------------------------------------- | ------------------ |

| **Tender Number** | ARC/22/08/2025 | |

| **Scope** | HVAC repairs and maintenance – 5-year arrangement | |

| **Service Location** | Nelspruit, Mpumalanga | |

| **Opening Date** | 29 August 2025 | |

| **Closing Date** | 29 September 2025 – 11:00 AM | |

| **Briefing Required** | No | |

| **Submission Format** | Two sealed envelopes (technical & financial) | |

| **Contact Person** | Bheki Khoza – 013-753-7157 |  bhekik@arc.agric.za

| **Tender Document Size** | \~857 KB PDF | |

| **Key Compliance Tip** | Keep envelopes separate to avoid disqualification | |

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### Final Take

The **ARC/22/08/2025** tender is a significant opportunity for HVAC specialists to build long-term institutional partnerships. Careful attention to proposal structure, documentation clarity, and compliance will help ensure your bid is both compelling and compliant.