Supply of electronic components, pcb sourcing, assembly & testing – csir tender (national)

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{"name":null,"email":"[email protected]","phone":null,"department":"Please use RFP No and RFP Description as subject reference","address":"2.4 Proposals submitted must be signed by a person or persons duly authorised."}

The CSIR reserves the right to:

12.1 Extend the closing date of this RFP;

12.2 Correct any mistakes before closing date and time of the tender that may have been in

the Bid documents or occurred at any stage of the tender process;

12.3 Verify any information contained in the bidder’s submission;

12.4 Request documentary proof regarding the bidder’s submission;

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12.5 Carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the product/service offered by the bidder(s) or verify any

information whether before or after the adjudication of this RFP;

12.6 Award this tender to a bidder that did not score the highest total number of points, only in

accordance with Section 2(1)(f) of the PPPFA (Act );

12.7 Request audited financial statements or other documents for the purpose of a due

diligence exercise to determine if the bidder will be able to execute the contract;

12.8 Award this RFP as a whole or in part;

12.9 Award this RFP to multiple bidders;

12.10 Cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after tenders have been evaluated

and/or after the preferred bidder(s) have been notified of their status as such;

12.11 Post tender negotiate on any elements on the bid, including but not limited to technical,

transformation, price, and contractual terms and conditions.;

12.12 Not to award a contract to a bidder who is associated with a security breach that

materially adversely affects other entities or if any directors or officers of a bidder are

formally charged of fraudulent or illegal conduct which, would harm the CSIR’s reputation

by its continued association with the bidder.

13 conflict of interest, corruption and fraud

13.1 The CSIR reserves its right to disqualify any bidder who either itself or any of whose

members (save for such members who hold a minority interest in the bidder through

shares listed on any recognised stock exchange), indirect members (being any person or

entity who indirectly holds at least a 15% interest in the bidder other than in the context of

shares listed on a recognised stock exchange), directors or members of senior

management, whether in respect of CSIR or any other government organ or entity and

whether from the Republic of South Africa or otherwise ("Government Entity")

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a. engages in any collusive tendering, anti-competitive conduct, or any other similar

conduct, including but not limited to any collusion with any other bidder in respect of

the subject matter of this bid;

b. seeks any assistance, other than assistance officially provided by a Government

Entity, from any employee, advisor or other representative of a Government Entity in

order to obtain any unlawful advantage in relation to procurement or services provided

or to be provided to a Government Entity;

c. makes or offers any gift, gratuity, anything of any value or other inducement, to any

Government Entity's officers, directors, employees, advisors or other representatives

in order to obtain any unlawful advantage in relation to procurement or services

provided or to be provided to a Government Entity;

d. accepts anything of value or an inducement that would or may provide financial gain,

advantage or benefit in relation to procurement or services provided or to be provided

to a Government Entity;

e. pays or agrees to pay to any person any fee, commission, percentage, brokerage fee,

gift or any other consideration, that is contingent upon or results from, the award of

any tender, contract, right or entitlement which is in any way related to procurement or

the rendering of any services to a Government Entity;

f. has in the past engaged in any matter referred to above; or

g. has been found guilty in a court of law on charges of fraud and/or forgery, regardless

of whether or not a prison term was imposed and despite such bidder, member or

director’s name not specifically appearing on the List of Tender Defaulters kept at

National Treasury.

14 misrepresentation during the lifecycle of the contract

14.1 The bidder should note that the terms of its Tender will be incorporated in the proposed

contract by reference and that the CSIR relies upon the bidder’s Tender as a material

representation in making an award to a successful bidder and in concluding an agreement

with the bidder.

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14.2 It follows therefore that misrepresentations in a Tender may give rise to service

termination and a claim by the CSIR against the bidder notwithstanding the conclusion of

the Service Level Agreement between the CSIR and the bidder for the provision of the

Service in question. In the event of a conflict between the bidder’s proposal and the

Service Level Agreement concluded between the parties, the Service Level Agreement

will prevail.

15 preparation costs and limitation of liability

The Bidder will bear all its costs in preparing, submitting and presenting any response or

Tender to this bid and all other costs incurred by it throughout the bid process.

Furthermore, no statement in this bid will be construed as placing the CSIR, its employees

or agents under any obligation whatsoever, including in respect of costs, expenses or

losses incurred by the bidder(s) in the preparation of their response to this bid.

A bidder participates in this bid process entirely at its own risk and cost. The CSIR shall

not be liable to compensate a bidder on any grounds whatsoever for any costs incurred or

any damages suffered as a result of the Bidder’s participation in this Bid process.

Mandatory returnable documents include Annexure A – Standard Bidding Document (SBD) 1 Form, Annexure E – Proposal Form and List of Returnable Documents, and Annexure H – Standard Bidding Document (SBD) 4 Form. Bidders must submit the Proposal Form and List of Returnable Documents as part of their submission.

Bidders must submit proposals electronically to [email protected] before the closing time; late or incorrectly addressed submissions are eliminated. Bidders must not be listed on the National Treasury Register of Tender Defaulters or List of Restricted Suppliers. Bidders must submit all mandatory returnable documents listed in Annexure E. Bidders must be registered on the Central Supplier Database (CSD) and be tax compliant (SARS TCS PIN or CSD number). Joint ventures must submit a signed joint venture agreement, consolidated B-BBEE scorecard, tax compliance status for each partner, proof of ownership, and company registration certificates. Bidders must achieve at least 70% overall and 50% on each technical criterion to proceed to price evaluation.

The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific

research and technology development organisations in Africa. In partnership with national

and international research and technology institutions, the CSIR undertakes directed and

multidisciplinary research and technology innovation that contributes to the improvement of

the quality of life of South Africans. The CSIR’s main site is in Pretoria while it is represented

in other provinces of South Africa through regional offices.

2 submission of proposals

2.1 All proposals are to be submitted electronically to [email protected]. No late proposals

will be accepted.

2.2 All proposals will only be considered if received by the CSIR before the closing date and

time (as indicated on the cover page). The CSIR business hours are between 08h00

and 16h30.

2.3 All proposal submissions are to be clearly subject-referenced with the RFP number and

RFP Description. Proposals must consist of two parts, each of which must be sent in two

separate emails with the following subject:

Technical Proposal (Please indicated the RFP Number on each File/folder)

2.4 Proposals submitted must be signed by a person or persons duly authorised.

2.5 Proposals submitted at incorrect location and/or address, will not be accepted for

considerations and where practicable, will be returned unopened to the Bidder(s).

2.6 Proposals received after the closing date and time, at the address indicated in the bid

documents, will not be accepted for consideration and where practicable, will be returned

unopened to the Bidder(s).

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2.7 All dates and times in this bid are South African standard time.

2.8 Any time or date in this bid is subject to change at the CSIR’s discretion. The

establishment of a time or date in this bid does not create an obligation on the part of the

CSIR to take any action or create any right in any way for any bidder to demand that any

action be taken on the date established. The bidder accepts that, if the CSIR extends the

deadline for bid submission (the Closing Date) for any reason, the requirements of this bid

otherwise apply equally to the extended deadline.

2.9 Documents submitted via cloud solutions such as: WeTransfer, Google Drive, Dropbox,

etc. will not be considered.

2.10 The naming / labelling syntax of files or documents must be short and simple.

2.11 The CSIR will award the contract to qualified bidder(s)’ whose proposal is determined to

be the most advantageous to the CSIR, taking into consideration the technical (functional)

solution, price, specific goals and objective criteria.

3 counter conditions

Bidders’ attention is drawn to the fact that amendments to any of the RFP Conditions or

setting of counter conditions by Bidders or qualifying any RFP Conditions will result in the

invalidation of such bids.

4 fronting

4.1 Government supports the spirit of broad based black economic empowerment and

recognizes that real empowerment can only be achieved through individuals and

businesses conducting themselves in accordance with the Constitution and in an honest,

fair, equitable, transparent and legally compliant manner. Against this background the

Government condemn any form of fronting.

4.2 The Government, in ensuring that Bidders conduct themselves in an honest manner will,

as part of the RFP evaluation processes, conduct or initiate the necessary

enquiries/investigations to determine the accuracy of the representation made in bid

documents. Should any of the fronting indicators as contained in the Guidelines on

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Complex Structures and Transactions and Fronting, issued by the Department of Trade

and Industry, be established during such enquiry / investigation, the onus will be on the

Bidder / contractor to prove that fronting does not exist. Failure to do so within a period of

14 days from date of notification may invalidate the bid / contract and may also result in

the restriction of the Bidder /contractor to conduct business with the public sector for a

period not exceeding ten years, in addition to any other remedies the CSIR may have

against the Bidder / contractor concerned.

5 appointment of service provider

5.1 The contract will be awarded to the bidder who scores the highest total number of points

during the evaluation process, except where the law permits otherwise.

5.2 Appointment as a successful service provider shall be subject to the parties agreeing to

mutually acceptable contractual terms and conditions. In the event of the parties failing to

reach such agreement, CSIR reserves the right to appoint an alternative supplier.

5.3 Awarding of contracts will be published on the same platform where the bid was

published, and no regret letters will be sent to unsuccessful bidders.

6 enquiries and contact with the csir

Any enquiry regarding this RFP shall be submitted in writing to CSIR to the email and

format outlined in the table on cover page of this RFP document.

Any other contact with CSIR personnel involved in this tender is not permitted during the

RFP process other than as required through existing service arrangements or as

requested by the CSIR as part of the RFP process.

7 medium of communication

All documentation submitted in response to this RFP must be in English.

8 correctness of responses

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8.1 The bidder must confirm satisfaction regarding the correctness and validity of their

proposal and that all prices and rates quoted cover all the work/items specified in the

RFP. The prices and rates quoted must cover all obligations under any resulting contract.

8.2 The bidder accepts that any mistakes regarding prices and calculations will be at their

own risk.

9 verification of documents

9.1 Bidders should check the numbers of the pages to satisfy themselves that none is missing

or duplicated. No liability will be accepted by the CSIR in regard to anything arising from

the fact that pages are missing or duplicated.

9.2 Pricing schedule and specific goals credentials should be submitted with the proposal, but

as a separate document and no such information should be available in the technical

proposal.

10 responsibility for sub-contractors and bidder’s personnel

A bidder is responsible for ensuring that its personnel (including agents, officers, directors,

employees, advisors and other representatives), its sub-contractors (if any) and personnel

of its sub-contractors comply with all terms and conditions of this bid. In the event that the

CSIR allows a bidder to make use of sub-contractors, such sub-contractors will at all times

remain the responsibility of the bidder and the CSIR will not under any circumstances be

liable for any losses or damages incurred by or caused by such sub-contractors.

11 additional terms and conditions

11.1 A bidder shall not assume that information and/or documents supplied to CSIR, at any

time prior to this request, are still available to CSIR, and shall consequently not make any

reference to such information document in its response to this request.

11.2 Copies of any affiliations, memberships and/or accreditations that support your

submission must be included in the tender.

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11.3 In case of proposal/s from a joint venture, the following must be submitted together with

the proposal/s:

• A joint venture agreement signed by both parties clearly indication the lead partner,

including split of work;

• Copy of a valid certificate or consolidated B-BBEE score card;

• The Tax Compliance Status (TCS) or CSD Report of each joint venture partner;

• Proof of ownership/shareholder certificates/copies; and

• Company registration certificate/s.

11.4 An omission to disclose material information, a factual inaccuracy, and/or a

misrepresentation of fact may result in the disqualification of a tender, or cancellation of

any subsequent contract.

11.5 No goods and/or services should be delivered to the CSIR without an official CSIR

Purchase order or signed supplier agreement. The CSIR purchase order number must be

quoted on the invoice. Invoices without CSIR purchase order numbers will be returned to

supplier.

11.6 Failure to comply with any of the terms and conditions as set out in this document will

invalidate the Proposal.

This RFP is for the provision of components and electronic printed circuit board (PCB)

sourcing; assembly and testing; cable harnessing; and related goods and services to the

CSIR for a period of five years on an as-and-when required basis. The service offering must

include all requirements as set out in Annexure B.

Section a: general RFP terms and conditions

Section b: evaluation methodology / process

▪ Overmolding

o A qualifying reference is a positive reference from a contactable client, relating to

goods and/or services provided by the Bidder within the last 3 years and

demonstrating the Bidder’s relevant experience in at least one element of the

required scope. Multiple qualifying references may be submitted. The relevance

and breadth of experience demonstrated across the references will be assessed

based on the extent to which the required scope is covered collectively, rather

than solely on the number of references submitted.

o Reference letters must:

▪ Be from the last 3 years

▪ Include contact person details

▪ Include telephone numbers and email addresses

• Facility Location

o Any one of the following:

▪ Company registration documents reflecting physical address

▪ Municipal account or utility bill

▪ Lease agreement

▪ Title deed

▪ Property ownership certificate

o Documentation must verify the location of the operational facility.

(%)

No evidence provided of bidder experience in years’ experience in

providing cable harnessing and overmolding goods providing cable

and services (0) harnessing and

Evidence provided of 1 to 3 years’ experience in overmolding goods

providing cable harnessing and overmolding goods and services

and services (5)

Evidence provided of 4 to 6 years’ experience in

providing cable harnessing and overmolding goods

and services (7)

Evidence provided of more than 6 years’

experience in providing cable harnessing and

overmolding goods and services (10)

collectively, demonstrate the Bidder’s experience in: client, relating to

1. electronic components and PCB sourcing, and goods and/or services

2. cable harnessing and overmolding (10) within the last 3 years

and demonstrating the

Bidder’s relevant

experience in at least

one element of the

required scope.

contractors, sub-contractors and mandataries shall comply with the provisions of this

clause 30 (Personal Information). The CSIR shall be entitled on reasonable notice to

conduct an inspection or audit bidders compliance with the requisite POPI Act safeguards.

25 terms of reference

This RFP is for the provision of components and electronic printed circuit board (PCB)

sourcing; assembly and testing; cable harnessing; and related goods and services to the

1 Institute of Printing Circuits (IPC) certification 25

2 Plant and facility capabilities 25

3 Experience in PCB assembly, inspection and testing 15

4 Experience in cable harnessing and overmolding 5

5 Contactable references 20

6 Facility location 10

Total (%) 100

Proposals are hereby invited for the supply of electronic components and PCB sourcing;

assembly and testing; cable harnessing; and related goods and services to the CSIR for a

period of five years on an as-and-when required basis.

The purpose of the Request for Proposal (RFP) is to obtain capability, pricing and general

information on the business of potential Contractors for the CSIR to determine the

purposes:

• IPC Certification

o Valid IPC certification certificates showing:

▪ IPC J-STD-001 / IPC-A-610 certification

▪ IPC/WHMA-A-620 certification

• Assembly Plant and Facility Capabilities

At least one of the following (records not older than 2 years) as evidence of the

existence and use of pick-and-place machines for PCB assembly and/or reflow ovens

for SMT soldering:

o Maintenance records or calibration records for pick-and-place machine(s) and/or

reflow oven(s).

o Job cards or production records

o Company profile confirming available manufacturing equipment

o Affidavit confirming the use of pick-and-place and/or reflow ovens.

▪

• Experience in PCB Assembly, Inspection and Testing

o Company profile / Technical proposal indicating years of experience in:

▪ PCB assembly

▪ PCB inspection

▪ PCB testing services

• Experience in Cable Harnessing and Overmolding

o Company profile / Technical proposal indicating years of experience in:

▪ Cable harness manufacturing

▪ Overmolding services

• Contactable References

o Reference letters on client letterheads

o References must relate to:

▪ Electronic component sourcing

▪ PCB sourcing

▪ PCB assembly

▪ PCB inspection and testing

▪ Cable harnessing

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Item 1: Electronic components and PCB sourcing

Sourcing of electronic components and PCBs in accordance with the CSIR’s specifications

for such components and printed circuit boards unto which the components must be

assembled.

Item 2: PCB assembly, inspection and testing

Undertaking assembly, inspection and testing of class 3, high-reliability electronic products in

accordance with IPC J-STD-001/ IPC-A-610 standard(s). The scope includes:

1. Assembly of electronic components (supplied by the CSIR), including ball grid array (BGA)

packages and/or surface mount technology (SMT) components/segments unto the bare

4. Testing of assembled PCBs in accordance with the CSIR’s instructions/procedures.

component and PCB sourcing; assembly and testing; cable harnessing; and related goods

and services to the Stellenbosch Campus for a period of five years on an as-and-when

required basis. This framework outlines the principles of engagement, cost management,

and oversight to ensure efficiency, quality, and value for money.

4.2. Panel Composition

• Multiple suppliers may be appointed to the panel following the evaluation

methodology set out in Section B of the RFP.

• When a requirement arises, the CSIR shall issue a Request for Quotation (RFQ),

Statement of Work (SOW), or Task Order to panel members whose capabilities

match the requirement.

• .Where more than one panel member is invited to submit a quotation, the award will

be made to the supplier offering the best value for money, taking into account

technical capability, delivery requirements, quality, price and preference points where

applicable

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• Issue the requirement to all panel members;
• Issue the requirement to a selected group of panel members capable of performing

the work; or

• Directly allocate work where urgency, specialist capability, proprietary requirements,

continuity requirements, or operational considerations justify such allocation.

• Suppliers must demonstrate capability in procurement, assembly, harnessing, quality

assurance, acceptance testing, and inspection activities.

• Preference will be given to suppliers located within a 100 km radius of Stellenbosch to

enable efficient oversight and collaboration.

4.3. Engagement Process

• The CSIR will issue task orders or project-specific requests to panel members as and

when required for a period of five (5) years.

4.4. Cost and Rate Standardisation

• The CSIR reserves the right to negotiate with enlisted panel members regarding

service cost fees/rates at inception and/or at any time during the life of the contract to

standardise them across the panel of selected suppliers.

• The CSIR further reserves the right to re-negotiate prices if the market environment

changes, ensuring that rates remain aligned with prevailing market conditions.

• This mechanism ensures fairness, consistency, and protection against cost inflation.

4.5. Oversight and Quality Assurance

• All sourcing, assembly and testing, cable harnessing, quality assurance, acceptance

testing, and inspection activities should be conducted at the premises of the supplier.

• Proximity to Stellenbosch allows the CSIR to conduct site inspections, product

evaluations, and quality verification efficiently.

• The supplier shall grant the CSIR and its authorised representative(s) reasonable

access to its premises, as reasonably requested, to conduct site inspections,

undertake product evaluations, witness order-related activities and conduct

acceptance activities where applicable. Such access shall be coordinated with the

supplier and shall be subject to the supplier's applicable health, safety, security and

confidentiality requirements, provided these do not unreasonably restrict the CSIR's

contractual rights.

• Suppliers shall comply with CSIR’s quality standards and contractual obligations at all

times.

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inspection and testing goods and services Technical proposal

providing PCB assembly, inspection and testing years’ experience in

goods and services (0) providing PCB

Experience in Evidence provided of 1 to 3 years’ experience in assembly, inspection

15inspection and goods and services (5) services

testing Evidence provided of 4 to 6 years’ experience in

providing PCB assembly, inspection and testing

goods and services (7)

Evidence provided of more than 6 years’

experience in providing PCB assembly, inspection

and testing goods and services (10)

components and PCB sourcing; assembly, the company

inspection and testing; cable harnessing and letterhead from

overmolding goods and services within the last Bidder/Supplier’s

3 years clients on their

and/or services provided within the last 3 years (0) with their contact

Qualifying references are provided which, details (i.e. telephone

collectively, demonstrate the Bidder’s experience in: numbers, email

1. electronic components and PCB sourcing, and addresses) related to
2. either PCB assembly, inspection and testing or electronic component

and PCB sourcing; cable harnessing and overmolding (5)

assembly, inspection

and testing; cable Qualifying references are provided which,

harnessing andContactable collectively, demonstrate the Bidder’s experience in:

overmolding goodsreferences with 1. PCB assembly, inspection and testing, and 20

and services.

positive feedback 2. Cable harnessing and overmolding (7) A qualifying reference

is a positive reference

PCB sourcing; assembly, inspection and at least one of the

testing; cable harnessing and overmolding following

Facility location Facility located more than 200km from the CSIR’s 10 documents;

Stellenbosch Campus (0) Company

8.1 The bidder must confirm satisfaction regarding the correctness and validity of their

proposal and that all prices and rates quoted cover all the work/items specified in the

bill (electricity, water,

rates) or municipal

account in the

company’s name

reflecting the

operational premises

or

TOTAL 100 SS-F-SPU-026 Rev 02 Request for Proposal of 47 Annexure E Proposal Form and List of Returnable Documents RFP No.3739/25/09/2026 I/We_________________________________________________________________________ [name of entity, company, close corporation or partnership] of [full address] ____________________________________________________________________________ _____________________________________________________________________________ carrying on business trading/operating as _____________________________________________________________________________ represented by __________________________________________________in my capacity as _____________________________________________________________________________ being duly authorised thereto by a Resolution of the Board of Directors or Members or Certificate of Partners, dated _________________to enter into, sign execute and complete any documents relating to this proposal and any subsequent Agreement. The following list of persons are hereby authorised to negotiate on behalf of the abovementioned entity, should CSIR decide to enter into Post Tender Negotiations with shortlisted bidder(s). FULL NAME(S) CAPACITY SIGNATURE ________________________ ______________________________ ____________________ ________________________ ______________________________ ____________________ ________________________ ______________________________ ____________________ ________________________ ______________________________ ____________________ I/We hereby offer to supply the abovementioned Services at the prices quoted in the schedule of prices in accordance with the terms set forth in the documents listed in the accompanying schedule of RFP documents. I/We agree to be bound by those conditions in CSIR’s: SS-F-SPU-026 Rev 02 Request for Proposal of 47

General RFP Terms and Conditions; and CSIR’s Purchasing Terms and Conditions or Any other standard or special conditions mentioned and/or embodied in this Request for Proposal. I/We accept that unless CSIR should otherwise decide and so inform me/us in writing of award/intent, this Proposal [and, if any, its covering letter and any subsequent exchange of correspondence], together with CSIR’s acceptance thereof shall constitute a binding contract between CSIR and me/us. I/We further agree that if, after I/we have been notified of the acceptance of my/our Proposal, I/we fail to enter into a formal contract if called upon to do so, or fail to commence the supply of Services within 4 [four] weeks thereafter, CSIR may, without prejudice to any other legal remedy which it may have, recover from me/us any expense to which it may have been put in calling for Proposals afresh and/or having to accept any less favourable Proposal. I/We accept that any contract resulting from this offer will be for a period as determined by the CSIR. Furthermore, I/we agree to a penalty clause/s which will allow CSIR to invoke a penalty against us for non-compliance with material terms of this RFP including the delayed delivery of the Services due to non-performance by ourselves, failure to meet Subcontracting. I/we agree that non-compliance with any of the material terms of this RFP, including those mentioned above, will constitute a material breach of contract and provide CSIR with cause for cancellation. ADDRESS FOR NOTICES The law of the Republic of South Africa shall govern any contract created by the acceptance of this RFP. The domicilium citandi et executandi shall be a place in the Republic of South Africa to be specified by the Respondent hereunder, at which all legal documents may be served on the Respondent who shall agree to submit to the jurisdiction of the courts of the Republic of South Africa. Foreign Respondents shall, therefore, state hereunder the name of their authorised representative in the Republic of South Africa who has the power of attorney to sign any contract which may have to be entered into in the event of their Proposal being accepted and to act on their behalf in all matters relating to such contract. Respondent to indicate the details of its domicilium citandi et executandi hereunder: Name of Entity: _____________________________________________________________________________ Facsimile: _____________________________________________________________________ Address: ______________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ SS-F-SPU-026 Rev 02 Request for Proposal of 47

B-BBEE Details: , and shall consequently not make any

reference to such information document in its response to this request.

11.2 Copies of any affiliations, memberships and/or accreditations that support your

submission must be included in the tender.

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11.3 In case of proposal/s from a joint venture, the following must be submitted together with

the proposal/s:

• A joint venture agreement signed by both parties clearly indication the lead partner,

including split of work;

• Copy of a valid certificate or consolidated B-BBEE score card;
• The Tax Compliance Status (TCS) or CSD Report of each joint venture partner;
• Proof of ownership/shareholder certificates/copies; and
• Company registration certificate/s.

11.4 An omission to disclose material information, a factual inaccuracy, and/or a

misrepresentation of fact may result in the disqualification of a tender, or cancellation of

any subsequent contract.

11.5 No goods and/or services should be delivered to the CSIR without an official CSIR

Purchase order or signed supplier agreement. The CSIR purchase order number must be

quoted on the invoice. Invoices without CSIR purchase order numbers will be returned to

supplier.

11.6 Failure to comply with any of the terms and conditions as set out in this document will

invalidate the Proposal.

12 special conditions

The CSIR reserves the right to:

12.1 Extend the closing date of this RFP;

12.2 Correct any mistakes before closing date and time of the tender that may have been in

the Bid documents or occurred at any stage of the tender process;

12.3 Verify any information contained in the bidder’s submission;

12.4 Request documentary proof regarding the bidder’s submissio

action be taken on the date established. The bidder accepts that, if the CSIR extends the

deadline for bid submission (the Closing Date) for any reason, the requirements of this bid

otherwise apply equally to the extended deadline.

2.9 Documents submitted via cloud solutions such as: WeTransfer, Google Drive, Dropbox,

etc. will not be considered.

2.10 The naming / labelling syntax of files or documents must be short and simple.

2.11 The CSIR will award the contract to qualified bidder(s)’ whose proposal is determined to

be the most advantageous to the CSIR, taking into consideration the technical (functional)

solution, price, specific goals and objective criteria.

and Industry, be established during such enquiry / investigation, the onus will be on the

5.1 The contract will be awarded to the bidder who scores the highest total number of points

during the evaluation process, except where the law permits otherwise.

5.2 Appointment as a successful service provider shall be subject to the parties agreeing to

mutually acceptable contractual terms and conditions. In the event of the parties failing to

reach such agreement, CSIR reserves the right to appoint an alternative supplier.

5.3 Awarding of contracts will be published on the same platform where the bid was

published, and no regret letters will be sent to unsuccessful bidders.

in order to obtain any unlawful advantage in relation to procurement or services

provided or to be provided to a Government Entity;

d. accepts anything of value or an inducement that would or may provide financial gain,

advantage or benefit in relation to procurement or services provided or to be provided

to a Government Entity;

e. pays or agrees to pay to any person any fee, commission, percentage, brokerage fee,

gift or any other consideration, that is contingent upon or results from, the award of

any tender, contract, right or entitlement which is in any way related to procurement or

the rendering of any services to a Government Entity;

f. has in the past engaged in any matter referred to above; or

g. has been found guilty in a court of law on charges of fraud and/or forgery, regardless

of whether or not a prison term was imposed and despite such bidder, member or

director’s name not specifically appearing on the List of Tender Defaulters kept at

with a successful bidder in the event that it is established that such bidder was in fact not

tax compliant at the time of the award or has submitted a fraudulent Tax Clearance

Certificate to the CSIR, or whose verification against the Central Supplier Database (CSD)

proves non-compliant. The CSIR further reserves the right to cancel a contract with a

successful bidder in the event that such bidder does not remain tax compliant for the full

term of the contract.

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National

Treasury, or who have been placed on National Treasury’s List of Restricted Suppliers.

total number of points in accordance with Section (2) (1) (f) of the PPPFA (Act )”,

under the following conditions:

• The directors, shareholders or officers of the bidder must not be formally charged of

fraudulent or illegal conduct which could harm the CSIR’s reputation by associating

with the bidder.

28 national treasury central supplier database (csd) registration

Respondents are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all organs

of state and facilitate the verification of certain key supplier information. Business may not be

awarded to a Respondent who has failed to register on the CSD. Only foreign suppliers with

no local registered entity need not register on the CSD. In order to enable the CSIR to verify

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records or calibration No definition/detail provided of plant and facility

records; job cards or capabilities (0)

production records; Evidence provided that bidder’s facility is equipped

company profile; with pick & place machine(s) for PCB assembly

and facility that bidder’s facility is equipped with reflow oven(s) 25 proves the existence

capabilities for the soldering of SMT components onto PCBs (5) of the plant machinery.

(Records must not be Evidence provided that bidder’s facility is equipped

older than two (2) with both pick & place machine(s) for PCB

years). assembly and that bidder’s facility is equipped with

reflow oven(s) for the soldering of SMT components

onto PCBs (10)

If a bidder breaches the conditions of this bid and, as a result of that breach, the CSIR

incurs costs or damages (including, without limitation, the cost of any investigations,

procedural impairment, repetition of all or part of the bid process and/or enforcement of

intellectual property rights or confidentiality obligations), then the bidder indemnifies and

holds the CSIR harmless from any and all such costs which the CSIR may incur and for

any damages or losses the CSIR may suffer.

17 precedence

This document will prevail over any information provided during any briefing session

whether oral or written, unless such written information provided, expressly amends this

document by reference.

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18 tax compliance

No tender shall be awarded to a bidder who is not tax compliant. If a recommended bidder

is not tax complaint, the bidder will be notified in writing of their non- compliant status and

the bidder will be requested to submit written proof from SARS of their tax compliant

status or proof that they have made an arrangement to meet their outstanding tax

obligations within seven (7) working days. Should they fail to do so CSIR will reject their

bid.

The CSIR reserves the right to withdraw an award made, or cancel a contract concluded

with a successful bidder in the event that it is established that such bidder was in fact not

tax compliant at the time of the award or has submitted a fraudulent Tax Clearance

Certificate to the CSIR, or whose verification against the Central Supplier Database (CSD)

proves non-compliant. The CSIR further reserves the right to cancel a contract with a

successful bidder in the event that such bidder does not remain tax compliant for the full

term of the contract.

19 tender defaulters and restricted suppliers

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National

Treasury, or who have been placed on National Treasury’s List of Restricted Suppliers.

The CSIR reserves the right to withdraw an award, or cancel a contract concluded with a

Bidder should it be established, at any time, that a bidder has been blacklisted with

National Treasury by another government institution.

20 governing law

South African law governs this bid and the bid response process. The bidder agrees to

submit to the exclusive jurisdiction of the South African courts in any dispute of any kind

that may arise out of or in connection with the subject matter of this bid, the bid itself and

all processes associated with the bid.

21 confidentiality

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Except as may be required by operation of law, by a court or by a regulatory authority

having appropriate jurisdiction, no information contained in or relating to this bid or a

bidder’s tender(s) will be disclosed by any bidder or other person not officially involved

with the CSIR’s examination and evaluation of a Tender.

No part of the bid may be distributed, reproduced, stored or transmitted, in any form or by

any means, electronic, photocopying, recording or otherwise, in whole or in part except for

the purpose of preparing a Tender. This bid and any other documents supplied by the

CSIR remain proprietary to the CSIR and must be promptly returned to the CSIR upon

request together with all copies, electronic versions, excerpts or summaries thereof or

work derived there from.

Throughout this bid process and thereafter, bidder(s) must secure the CSIR’s written

approval prior to the release of any information that pertains to (i) the potential work or

activities to which this bid relates; or (ii) the process which follows this bid. Failure to

adhere to this requirement may result in disqualification from the bid process and civil

action.

22 availability of funds

Should funds no longer be available to pay for the execution of the responsibilities of this

bid, the CSIR may terminate the Agreement at its own discretion or temporarily suspend

all or part of the services by notice to the successful bidder who shall immediately make

arrangements to stop the performance of the services and minimize further expenditure:

Provided that the successful bidder shall thereupon be entitled to payment in full for the

services delivered, up to the date of cancellation or suspension.

23 personal information

23.1 Each Party consents to the other Party holding and processing “personal information” (as

defined in the POPI Act) relating to it for legal, personnel, administrative and management

purposes (including, if applicable, any “special personal information” relating to him/her,

as defined in the POPI Act). Notwithstanding the generality of the aforesaid, each Party

hereby undertakes to comply with all relevant provisions of the POPI Act and any other

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applicable data protection laws. The bidder further agrees to comply with all CSIR’s

reasonable internal governance requirements pertaining to data protection.

23.2 Each Party consents to the other Party making such information available to those who

provide products or services to such parties (such as advisers, regulatory authorities,

governmental or quasi-governmental organisations and potential purchasers of such Party

or any part of their business).

23.3 While performing any activity where a Party is handling personal information as a

“responsible party” (as defined in the POPI Act), each Party undertakes that it will process

the personal information strictly in accordance with the terms of the POPI Act, this

Contract, and the other Party’s instructions from time to time, and take appropriate

operational measures to safeguard the data against any unauthorised access.

23.4 Each Party acknowledges that in the course of conducting business with each other, each

Party intends to maintain and process personal information about the other Party in an

internal database. By signing this Contract, each Party consents to the maintenance and

processing of such personal information.

Where relevant, the bidder shall procure that all of its personnel, agents, representatives,

contractors, sub-contractors and mandataries shall comply with the provisions of this

clause 30 (Personal Information). The CSIR shall be entitled on reasonable notice to

conduct an inspection or audit bidders compliance with the requisite POPI Act safeguards.

24 disclaimer

This RFP is a request for proposals only and not an offer document. Answers to this RFP

must not be construed as acceptance of an offer or imply the existence of a contract

between the parties. By submission of its proposal, bidders shall be deemed to have

satisfied themselves with and to have accepted all Terms & Conditions of this RFP. The

CSIR makes no representation, warranty, assurance, guarantee or endorsements to

bidder concerning the RFP, whether with regard to its accuracy, completeness or

otherwise and the CSIR shall have no liability towards the bidder or any other party in

connection therewith.

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CSIR Tender Documentation

Section b

Evaluation methodology

Section a 4

General RFP terms and conditions 4

1 introduction 4

2 submission of proposals 4

3 counter conditions 5

4 fronting 5

5 appointment of service provider 6

6 enquiries and contact with the csir 6

7 medium of communication 6

8 correctness of responses 6

9 verification of documents 7

10 responsibility for sub-contractors and bidder’s personnel 7

11 additional terms and conditions 7

12 special conditions 8

13 conflict of interest, corruption and fraud 9

14 misrepresentation during the lifecycle of the contract 10

15 preparation costs and limitation of liability 11

16 indemnity 11

17 precedence 11

18 tax compliance 12

19 tender defaulters and restricted suppliers 12

20 governing law 12

21 confidentiality 12

22 availability of funds 13

23 personal information 13

24 disclaimer 14

Section b 15

Evaluation methodology 15

25 terms of reference 15

26 evaluation criteria 15

27 objective criteria 16

28 national treasury central supplier database (csd) registration

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• Annexure A – Standard Bidding Document (SBD) 1 Form
• Annexure B – Technical Specification
• Annexure C – Technical Evaluation Matrix/Rubrics
• Annexure E – Proposal Form and List of Returnable Documents
• Annexure F – Certificate of Acquaintance with RFP
• Annexure H – Standard Bidding Document (SBD) 4 Form
• Annexure I – RFP Declaration and Breach of Law Form
• Annexure J – Mutual Non-Disclosure Agreement

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9.1 Bidders should check the numbers of the pages to satisfy themselves that none is missing

or duplicated. No liability will be accepted by the CSIR in regard to anything arising from

the fact that pages are missing or duplicated.

9.2 Pricing schedule and specific goals credentials should be submitted with the proposal, but

as a separate document and no such information should be available in the technical

proposal.

10 responsibility for sub-contractors and bidder’s personnel

A bidder is responsible for ensuring that its personnel (including agents, officers, directors,

employees, advisors and other representatives), its sub-contractors (if any) and personnel

of its sub-contractors comply with all terms and conditions of this bid. In the event that the

12.5 Carry out site inspections, product evaluations or explanatory meetings in order to verify

the nature and quality of the product/service offered by the bidder(s) or verify any

information whether before or after the adjudication of this RFP;

12.6 Award this tender to a bidder that did not score the highest total number of points, only in

accordance with Section 2(1)(f) of the PPPFA (Act );

12.7 Request audited financial statements or other documents for the purpose of a due

diligence exercise to determine if the bidder will be able to execute the contract;

12.8 Award this RFP as a whole or in part;

12.9 Award this RFP to multiple bidders;

12.10 Cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after tenders have been evaluated

and/or after the preferred bidder(s) have been notified of their status as such;

12.11 Post tender negotiate on any elements on the bid, including but not limited to technical,

transformation, price, and contractual terms and conditions.;

12.12 Not to award a contract to a bidder who is associated with a security breach that

materially adversely affects other entities or if any directors or officers of a bidder are

formally charged of fraudulent or illegal conduct which, would harm the CSIR’s reputation

by its continued association with the bidder.

14.2 It follows therefore that misrepresentations in a Tender may give rise to service

termination and a claim by the CSIR against the bidder notwithstanding the conclusion of

the Service Level Agreement between the CSIR and the bidder for the provision of the

Service in question. In the event of a conflict between the bidder’s proposal and the

incurs costs or damages (including, without limitation, the cost of any investigations,

procedural impairment, repetition of all or part of the bid process and/or enforcement of

intellectual property rights or confidentiality obligations), then the bidder indemnifies and

holds the CSIR harmless from any and all such costs which the CSIR may incur and for

any damages or losses the CSIR may suffer.

submit to the exclusive jurisdiction of the South African courts in any dispute of any kind

that may arise out of or in connection with the subject matter of this bid, the bid itself and

all processes associated with the bid.

bidder concerning the RFP, whether with regard to its accuracy, completeness or

otherwise and the CSIR shall have no liability towards the bidder or any other party in

connection therewith.

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• Split work between suppliers;
• Reallocate work where capacity, capability, quality, or delivery requirements cannot

be met.

• Selection for each task will be based on technical capability, delivery timelines, and

price and preference points evaluation.

• The CSIR reserves the right to allocate work to one or more panel members

depending on capacity and expertise.

• Appointment to the panel shall not constitute a guarantee of work and shall not create

any expectation regarding the volume, value, frequency, or timing of future work

allocations.

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mentioned above, will constitute a material breach of contract and provide CSIR with cause for

cancellation.

Suppliers shall comply with CSIR's quality standards and contractual obligations at all times. All sourcing, assembly, testing, cable harnessing, quality assurance, acceptance and associated services shall be subject to the supplier's applicable health, safety, security and confidentiality requirements, provided these do not unreasonably restrict the CSIR's operations. The CSIR may adjust service cost fees/rates at inception and/or at any time during the life of the contract.

Bidders must submit evidence as part of their Technical Proposal for scoring, including: at least one of the following (records not older than 2 years) as evidence of experience in PCB assembly, inspection and testing; company profile/technical proposal indicating years of experience in providing PCB assembly, inspection and testing goods and services; experience in providing cable harnessing and overmolding goods and services within the last 3 years; contact person details. Mandatory returnable documents as listed on Annexure E must be submitted.

The CSIR has set minimum standards that a bidder needs to meet in order to be evaluated

and selected as a successful bidder. The minimum standards consist of the following:

Elimination Criteria Technical Evaluation Criteria

Objective Criteria

(Phase 1) (Phase 2)

Only bidders that comply with Bidder(s) are required to achieve a The CSIR reserves the right to award this

ALL the criteria set on paragraph predetermined minimum threshold tender to a bidder that did not score the

26.1 on Phase 1 below will on each of the individual criteria, highest total number of points in

proceed to Technical/Functional and a predetermined minimum accordance with Section (2) (1) (f) of the

Evaluation (Phase 2). threshold on 100 points overall. PPPFA (Act ).

26.1 Elimination Criteria (Phase 1)

Proposals will be eliminated under the following conditions:

• Bidder that submitted late bids will not be considered.
• Bidder that submitted to the incorrect location or email address will not be

considered (Only electronic submission to [email protected] would be

considered).

• Bidder that is listed on the NT database of restricted suppliers will not be

considered.

• Bidder that is registered on the NT Register of Tender Defaulters will not be

considered.

• Bidder that did not submit mandatory returnable documents as listed on Annexure

E: Proposal Form and List of Returnable Documents (Mandatory Returnable

Documents Table).

26.2 Technical Evaluation Criteria (Phase 2)

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The evaluation of the functional / technical detail of the proposal will be based on the

following criteria:

No ELEMENT WEIGHT

1 Institute of Printing Circuits (IPC) certification 25

2 Plant and facility capabilities 25

3 Experience in PCB assembly, inspection and testing 15

4 Experience in cable harnessing and overmolding 5

5 Contactable references 20

6 Facility location 10

Total (%) 100

Proposals with functionality / technical points of less than the pre-determined minimum

overall percentage of 70 % and less than 50 % on each of the individual criteria will be

eliminated.

Refer to Annexure C (Technical Evaluation Matrix/Rubrics) for the scoring

ranges/rubrics that will be used to evaluate functionality.

27 objective criteria

The CSIR reserves the right to award this tender to a bidder that did not score the highest

total number of points in accordance with Section (2) (1) (f) of the PPPFA (Act )”,

under the following conditions:

• The directors, shareholders or officers of the bidder must not be formally charged of

fraudulent or illegal conduct which could harm the CSIR’s reputation by associating

with the bidder.

28 national treasury central supplier database (csd) registration

Respondents are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all organs

of state and facilitate the verification of certain key supplier information. Business may not be

awarded to a Respondent who has failed to register on the CSD. Only foreign suppliers with

no local registered entity need not register on the CSD. In order to enable the CSIR to verify

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information on the CSD, Respondents are required to provide the unique registration

reference number.

Before any negotiations will start with the winning bidder it will be required from the winning

bidder to:

• be registered on National Treasury’s Central Supplier Database (CSD). Registrations

can be completed online at: www.csd.gov.za;

• provide the CSIR of their CSD registration number.

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Annexure A

Standard Bidding Document (SBD) 1

Part a: invitation to bid

You are hereby invited to bid for requirements of the csir