Supply, delivery, and commissioning of a carbon evaporation coater with 3-Year maintenance for the council for geoscience

Bid submission address: Council for Geoscience, 280 Pretoria Street, Silverton, Pretoria, 0001. Tender box located at reception. Bidding procedure enquiries: Sasavona Chauke, Tel: 012 841 1059, Email: [email protected]. Technical enquiries: Asanda Nase, Tel: 012 841 1537, Email: [email protected]. General enquiries: [email protected], Tel: +27 (0)12 841 1911, Fax: +27 (0)12 841 1221. Website: www.geoscience.org.za. All enquiries must be submitted in writing. Telephonic enquiries must be followed up in writing to [email protected].

Submit bids in a sealed outer envelope containing two separate sealed envelopes: one for the technical proposal and one for the price proposal (two-envelope bidding procedure). Use only the official tender documents provided—do not retype. Submit three copies: one original and two copies. All forms must be completed in black ink and signed by an authorised official. Required documents include: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), CSD report, tax compliance proof (SARS TCS PIN or certificate), company registration certificate, shareholding breakdown, BBBEE certificate (SANAS/DTI or sworn affidavit), and JV agreement (if applicable). Failure to submit any required document may lead to disqualification. Bids must be deposited in the tender box at Council for Geoscience, 280 Pretoria Street, Silverton, Pretoria, before 17 June 2026 at 11:00. Late, faxed, emailed, or incomplete submissions will be rejected. Initial each page of the tender document in the top right-hand corner. Include an index and structure the response as per the specified schedules (e.g., Executive Summary, SBD forms, functional response, price breakdown). For joint ventures/consortiums, submit a JV agreement with percentage splits, roles, responsibilities, JV bank account details, and power of attorney for the lead partner.

Evaluation follows a three-gate process: Gate 1 (Mandatory Criteria), Gate 2 (Administrative Criteria), Gate 3 (Price and Specific Goals). Mandatory criteria for eligibility: 1) Must be tax compliant and registered on the CSD. 2) Must be an authorized agent/distributor for the quoted equipment (OEM letter required). 3) Must have a South African office with service engineers available onsite within 48 hours. 4) Must fully comply with all mandatory technical specifications (e.g., chamber diameter ≥150mm, turbo pump, motorized rotating stage, etc.). 5) Bids from persons in the service of the state, or companies with such directors, are not allowed. 6) Bidders on the National Treasury's Register of Tender Defaulters or List of Restricted Suppliers are disqualified. Administrative criteria: Submit all required forms (SBD 1, SBD 4, SBD 6.1) and documents (CSD report, tax compliance proof, company registration, BBBEE certificate, JV agreement if applicable). Non-compliance may result in disqualification. Price and Specific Goals: 80/20 preference point system. Price evaluation (80 points) uses the formula: Ps = 80

• (1 - (Pt - Pmin)/(Pmax - Pmin)). Specific Goals (20 points): 10 points for 51% black ownership, 10 points for 30%+ black women ownership. Submit SBD 6.1 and valid BBBEE certificate to score. CGS reserves the right to award to a bidder that did not score the highest points, in accordance with PPPFA.

Scope: Supply, deliver, and commission a new carbon evaporation coater for SEM sample preparation, including a 3-year maintenance contract. Mandatory specifications: Chamber diameter ≥150 mm; turbo-pumped vacuum with rotary pump connection; chamber vacuum level <1x10^-5; stage must accommodate ≥6x 30 mm resin mounts and 10 mm aluminium stubs; motorised rotating stage; built-in colour touchscreen interface; film thickness monitor; carbon rod source with shaper; one set of compatible carbon rods. Additional requirements: Minimum 12-month warranty on coater and accessories; 3-year servicing/maintenance contract (includes breakdown support, remote assistance via phone/email, spares provision); supplier must have a South African office with local service engineers available onsite within 48 hours; onsite training for 5 users on instrument operation and general maintenance; comprehensive English operating manual from the manufacturer. Non-compliance with mandatory specifications results in disqualification.

Payment terms: No upfront or deposit payments. CGS pays 30 days after delivery of goods/services and receipt of invoice. Pricing must be submitted in a separate sealed envelope as part of the two-envelope bidding procedure. Price evaluation uses a comparative formula: Ps = 80

• (1 - (Pt - Pmin)/(Pmax - Pmin)), where Ps = points scored, Pt = comparative price of bid under consideration, Pmin = comparative price of lowest acceptable bid. Include a detailed price breakdown with cost drivers in Schedule 5. Bid validity period: 120 calendar days from closing date.

Tax compliance: Submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. CGS verifies tax status via CSD or SARS. Non-compliant bidders have 7 working days to correct; failure results in disqualification. CSD registration: Mandatory for all bidders. Submit proof of CSD registration (vendor number). For JVs/consortiums, each party must be CSD-registered. B-BBEE: Submit valid SANAS-accredited or DTI BBBEE certificate (or sworn affidavit) to score specific goals (51% black ownership = 10 points; 30%+ black women ownership = 10 points). For JVs, submit consolidated certificate (incorporated) or proportional proof (unincorporated). SBD forms: Complete and sign SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Points Claim). Company registration: Submit latest original certified copies of registration certificate and shareholding breakdown (race, gender, percentage). Joint ventures: Submit JV agreement with percentage splits, roles, responsibilities, JV bank account details, and power of attorney for the lead partner. Foreign bidders: Must comply with tax requirements if operating in SA; otherwise, TCS PIN not required. No bids accepted from state employees or entities with state-employed directors/members.