Turnkey supply and commissioning of a sanas-compliant water flow meter test bench for arc

• Closing Date and Time: 7 July 2026 at 11:00.
• Compulsory Briefing/Site Inspection: 18 June 2026 at 11:00.
• Briefing Venue: ARC Natural Resources Engineering, 141 Cresswell Rd, Weavind Park, Pretoria, 0184.
• Bid Validity Period: Proposals must remain valid for 180 days after the closing date.

• A compulsory briefing session/site inspection is scheduled for 18 June 2026 at 11:00.
• Venue: ARC Natural Resources Engineering, 141 Cresswell Rd, Weavind Park, Pretoria, 0184.
• You must attend and sign the attendance register as proof. Non-attendance will lead to disqualification.

For bidding procedure enquiries:

• Department: Supply Chain Management.
• Contact Persons: Mr. Ntokozo Majola / Ms. Lungile Kubheka.
• Tel: 012 310 2532 / 012 842 4078.
• Email: [email protected] / [email protected].

For technical enquiries:

• Department: Research.
• Contact Person: Dr. Macdex M. Mutema.
• Email: [email protected].

All technical enquiries must be directed in writing to Supply Chain Management.

• Submit bids exclusively via the e-Tenders e-submission portal. No physical submissions or tender box deposits accepted.
• Deadline: 7 July 2026 at 11:00. Late submissions will not be considered.
• Upload two (2) complete electronic documents: one original technical/functionality proposal and one original financial proposal. Clearly label them.
• Failure to upload both documents correctly will result in disqualification.
• Ensure the tender number ARC/25/09/2025 and your company name are clearly indicated.
• Required returnable documents include: certified ID copies of directors/shareholders, CIPC registration, valid Tax Compliance PIN (SARS), completed and signed SBD forms (including SBD 4, 8, 9), proof of CSD registration, valid COIDA Letter of Good Standing, and proof of CIDB registration (ME Grade 4 or higher).
• A signed Declaration of Acceptance of Special Conditions must accompany your bid. Failure to submit it will lead to disqualification.

Bidder’s Name: .......................................................................................

Central Supplier Number: .........................................................................

Evaluation is a five-stage process. You must pass each stage to proceed.

• Stage 1 (Pre-Compliance): Administrative check of completed SBD forms, tax compliance, CSD registration, and joint venture agreements if applicable.
• Stage 2 (Mandatory Compliance): You must provide proof of: CIDB registration in Mechanical Engineering (ME) Grade 4 or higher; compulsory attendance at the site briefing on 18 June 2026 (sign register); submission of two separate electronic proposals (Financial and Functionality); and a valid COIDA certificate.
• Stage 3 (Special Conditions): You must sign and return a Declaration of Acceptance of Special Conditions, agreeing to all specified requirements.
• Stage 4 (Functionality): Scored out of 100 points. You need a minimum of 60 points to proceed. Scoring is based on:

• Letters of Recommendation (20 points): Value of past projects for similar test bench facilities.
• Previous Experience (40 points): Combined value of relevant projects completed in the last 10 years.
• Project Plan (40 points): Quality of a detailed level 5 tier schedule covering activities, timelines, resources, sequence, and critical path.

• Stage 5 (Price & Preference): The 80/20 principle applies. Price scores 80 points. Specific Goals (preference points) score 20 points, allocated for ownership by HDIs (51%+), Women (51%+), Youth (51%+), Persons with Disabilities (51%+), B-BBEE status Level 1-4, and RDP goals.

Scope: A complete turnkey project to design, supply, deliver, install, and commission a Water Flow Meter Test Bench (WFTB) facility at the ARC-NRE Silverton Campus.

Key Deliverables:

• Design, on-site installation, and commissioning compliant with SANAS standards.
• Supply of all new components, subassemblies, and fabrication where necessary.
• Repair of the existing 20,000-litre underground water reservoir (or propose an alternative).
• Training for a minimum of two operators.
• Provision of full system documentation (manuals, SOPs, wiring/piping diagrams).
• Free software updates during the warranty period.

Technical Requirements:

• Flowmeter Capability: DN 50 – DN 250 mm; adaptable to flange types (DIN, ANSI, screw).
• Performance: Flow rate 2.4 to 330 m³/h; max pressure 10 bar; calibration uncertainty ±0.1%; test medium is irrigation water.
• Configuration: Automated test cycles; up to 10 meters tested in series; master Coriolis meter.
• Automation: PLC-controlled with VFDs on pumps; visual interface displaying flow, time, temperature, pressure, humidity.
• Construction: Corrosion-resistant materials; manual handling limit 18kg; include walkways and safety platforms.
• Compliance: System and reports must comply with ISO 17025, ISO 9001, SANAS, and other international standards (ISO 4064, OIML R49, etc.).
• Documentation: As-built wiring diagrams, pipeline schematics, and maintenance procedures.
• Warranty: Comprehensive 24-month warranty on all equipment, installation, and software.

• Project Plan: You must submit a detailed level 5 tier project schedule through to handover. It must include a work breakdown structure, timelines, resources, logical sequence of activities, and a critical path.
• Approach: Your proposal should comprehensively describe your methodology for the supply, delivery, installation, and commissioning of the test bench facility.

• Track Record: Provide a list of companies for which similar services have been rendered and attach at least five (5) reference letters.
• Letters of Recommendation: Submit letters (on client letterhead, supported by appointment letters or purchase orders) for the design, manufacture, installation, and commissioning of similar test bench facilities. Higher combined contract values score more points.
• Previous Experience: Points are awarded based on the combined value of relevant projects completed in the last 10 years, ranging from 'no projects' to 'over R5,000,000'.

• Standards Compliance: The facility must be designed and implemented to support future SANAS accreditation.
• Documentation: Provide full as-built documentation, including wiring diagrams, pipeline schematics, and maintenance procedures.
• SOPs: Standard Operating Procedures must be compliant with ISO 9001, covering verification procedures, fault finding, and maintenance schedules.
• Reporting: Test reports must comply with SANAS standards and be printable. All measurements must be traceable to SI units.

• Use the official Pricing Schedule (SBD 3.3) and Bill of Quantities.
• Line Items: Design; Supply, delivery & installation; Commissioning; Operator training; As-built documentation; 10% Contingency.
• Prices must be firm, inclusive of all taxes (VAT), and valid for 180 days.
• Submit the financial proposal as a separate electronic file.

• Pricing Format: Submit firm prices only. Non-firm prices or those subject to exchange rate variations will not be considered.
• Price Submission: Upload the financial proposal as a separate electronic file. Use the provided Pricing Schedule (SBD 3.3) and Bill of Quantities.
• Bill of Quantities Line Items: Design; Supply, delivery & installation; Commissioning; Operator training; As-built documentation; 10% Contingency.
• Price Breakdown: Your submission must reflect a detailed breakdown, inclusive of VAT and all other costs for the entire tender period, including price escalation.
• Evaluation: The 80/20 principle applies. The lowest acceptable price scores 80 points. The remaining 20 points are for Specific Goals (B-BBEE and ownership).
• Contingency: A contingency amount equal to 10% of the quoted price must be included and will be held by ARC for unforeseen circumstances.

Mandatory Registrations & Certificates:

• CIDB: Must be registered in Mechanical Engineering (ME) Grade 4 or higher.
• COIDA: Valid Letter of Good Standing.
• Tax Compliance: Valid Tax Compliance Status PIN from SARS and a valid Tax Clearance Certificate.
• CSD: Proof of Central Supplier Database registration.
• CIPC: Company Registration Documents.

B-BBEE Requirements:

• Submit a certified B-BBEE certificate (Level 1-4 only) from a SANAS-accredited agency, IRBA-registered auditor, or an auditor/accountant.
• Joint Ventures/Consortia must submit a B-BBEE document for that specific entity.
• No B-BBEE points will be awarded if these are not provided.

Other Mandatory Documents:

• Completed and signed SBD forms (including SBD 1, 3.3, 4, 6.1, 8, 9).
• Certified copies of Identity Documents for directors/shareholders.
• Proof of compulsory briefing attendance (sign register).

Disqualification Risks: Failure to submit any mandatory document, late submission, non-attendance at the compulsory briefing, or misrepresentation of facts will lead to disqualification.

• B-BBEE Certificate: Submit a certified copy (Level 1-4) from a SANAS-accredited agency, IRBA-registered auditor, or an auditor/accountant.
• Joint Ventures: Must submit a B-BBEE document for the specific joint venture entity.
• Points Allocation: Specific Goals points under the 80/20 principle are awarded for ownership by HDIs, Women, Youth, Persons with Disabilities, B-BBEE status level, and RDP goals.

• Construction Safety: Walkways and access platforms must be included for operator safety.
• Manual Handling: A weight limit of 18 kg for manual handling; provide cranes or mechanical aids for heavier components.
• Compliance: Adhere to all applicable occupational health and safety regulations during installation and operation.

• Contract Duration: The successful bidder must complete the project within three (3) months from the date of award, unless otherwise agreed in writing.
• Warranty: A comprehensive 24-month warranty on all equipment, fittings, installation, and software from commissioning. Includes repair/replacement at no cost, on-site support, 48-hour response time, and free software updates.
• Special Conditions: You must accept conditions including: issuing a Certificate of Conformance for electrical work, training two operators, SOPs compliant with ISO 9001, SANAS-compliant reports, and including a 10% contingency in your price.
• General Terms: ARC reserves rights to negotiate partial implementation, require permission for personnel changes, and enter non-exclusive agreements. You must accept professional liability.
• Validity & Acceptance: Bids remain valid for 180 days. ARC is not bound to accept the lowest bid. A formal appointment letter constitutes acceptance.
• Service Level Agreement: The successful provider must sign the SLA within 10 working days of receiving the appointment letter.

• General: Examine all instructions, forms, terms, and specifications. Proposals offering only part of the requirements will be rejected.
• Disclosure: Complete the SBD 4 Bidder's Disclosure form, declaring any state employment, relationships with ARC officials, or interests in other bidding entities.
• Proprietary Information: Mark any proprietary information clearly.
• Format: Submit proposals electronically via the e-Tenders portal in the prescribed format, with no interlineations or unauthorised alterations.