Closed: Maintenance of thermal scanners RFQ by border management authority

At a GlanceAI Enhanced

Tender Type

Request for Quotation

Delivery Location

67 Koranna Avenue - Doringkloof - Centurion, Pretoria - 0157

Organization Type

GOVERNMENT

Published

08 Sept 2026

OCDS Reference

ocds-9t57fa-169475

Summary

This tender invites bids for the maintenance of thermal scanners under bid number h004l2709rfq00162, issued by the border management authority. The closing date is 14 september. The 80/20 preference point system applies. Bids must be submitted on the official forms provided and must not be re-typed. Bidders must be tax compliant and provide a SARS pin or csd number. Foreign suppliers must complete the questionnaire for bidding foreign suppliers. Service providers are not allowed to utilise employees who are non-south african citizens unless vetted and holding work permits. Payment will be made within 30 days of receipt of an approved invoice, against key deliverables, and disbursements must not exceed 10% of the total amount paid. Prices must be firm and not subject to rate-of-exchange variations. The bidder must have a track record. The tender includes standard national treasury forms: sbd 4 (declaration of interest), sbd 6.1 (Preference points claim), and sbd 8 (supplier information). The contract will be subject to the general conditions of contract (gcc), including inspection, testing, and rejection of non-compliant supplies. Bidders must declare any relationship with state employees or other bidders, and must not engage in collusive practices.

Key Requirements

Bidders must submit bids on the official forms provided, not re-typed, by the closing date of 14 September.

Bidders must be tax compliant and provide a SARS PIN or CSD number; each party in a consortium, joint venture, or subcontracting arrangement must submit a separate TCS certificate, PIN, or CSD number.

Bidders must not employ non-South African citizens unless those employees are vetted and hold valid work permits.

Prices must be firm and not subject to rate-of-exchange variations; separate pricing schedules must be submitted for each delivery point if delivery points influence pricing.

Bidders must claim preference points under the 80/20 system for specific goals as stated in the tender, and must submit proof/documentation to support claimed points.

Bidders must complete and submit the standard preference forms (SBD 4, SBD 6.1, and SBD 8) as part of the bid.

Bidders must have a track record relevant to the maintenance of thermal scanners.

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Quality Management

Source: FINAL BMA QUOTE PACK AUG 2026-.pdf (TENDER)

a. The goods supplied shall conform to the standards mentioned in the bidding documents and specifications.

Use of contract documents and information; inspection.

a. The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or any provision thereof, or any

specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any

person other than a person employed by the supplier in the performance of the contract. Disclosure to any such employed person

shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

b. The supplier shall not, without the purchaser’s prior written consent, make use of any document or information mentioned in GCC

clause 5.1 except for purposes of performing the contract.

c. Any document, other than the contract itself mentioned in GCC clause 5.1 shall remain the property of the purchaser and shall be

returned (all copies) to the purchaser on completion of the supplier’s performance under the contract if so required by the purchaser.

d. The supplier shall permit the purchaser to inspect the supplier’s records relating to the performance of the supplier and to have them

audited by auditors appointed by the purchaser, if so required by the purchaser.

8.1 All pre-bidding testing will be for the account of the bidder.

8.2 If it is a bid condition that supplies to be produced or services to be rendered should at any stage during production or execution

or on completion be subject to inspection, the premises of the bidder or contractor shall be open, at all reasonable hours, for

inspection by a representative of the Department or an organization acting on behalf of the Department.

8.3 If there are no inspection requirements indicated in the bidding documents and no mention is made in the contract, but during the

contract period it is decided that inspections shall be carried out, the purchaser shall itself make the necessary arrangements,

including payment arrangements with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the supplies to be in accordance with the contract

requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser.

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the contract requirements, irrespective of

whether such supplies or services are accepted or not, the cost in connection with these inspections, tests or analyses shall be

defrayed by the supplier.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply with the contract requirements may

be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or analyzed and may be rejected if found not to comply with

the requirements of the contract. Such rejected supplies shall be held at the cost and risk of the supplier who shall, when called

upon, remove them immediately at his own cost and forthwith substitute them with supplies which do comply with the requirements

of the contract. Failing such removal the rejected supplies shall be returned at the suppliers cost and risk. Should the supplier fail

to provide the substitute supplies forthwith, the purchaser may, without giving the supplier further opportunity to substitute the

rejected supplies, purchase such supplies as may be necessary at the expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the contract on account of a breach of

the conditions thereof, or to act in terms of Clause 23 of GCC.

Invitation to Quote Standardized August 2026

Maintenance of thermal scanners h004l2709rfq00162

battery does not charge

6 Mahamba Handheld None (only needs calibration) 2

7 Golela Handheld All not functional: charging port 5

and kit not functioning

8 Kosi Bay Handheld Not stated but are not functional 2

9 King Shaka Intl. Airport Handheld Not stated but are not functional 5

10 Durban Harbour Handheld Not stated but are not functional 2

11 Richerds Bay Harbour Handheld None (only needs calibration) 3

12 Ramatlabama Handheld All do not function: No chargers 3

13 Polokwane Intl. Airport Handheld None (only needs calibration) 2

14 Beitbridge 9 handhelds, 1 2 non-functional, inclusive of the 10

desktop desktop

15 Groblersbrug Handheld None (only needs calibration) 5

16 Kopfontein Handheld None (only needs calibration) 2

17 Skilpadshek Handheld Only 1 not functional: battery 3

issue

18 OR Tambo Intl. Airport 4 desktops, 9 Only 4 handhelds not functional: 13

handhelds issue not stated

19 Caledonspoort Handheld None (only needs calibration) 2

20 Bram Fischer Int. Airport 1 handheld, 1 Desktop dysfunctional: too old 2

desktop

21 Lanseria Int Airport 3 handheld, 1 None (only needs calibration) 4

desktop

22 Maseru Bridge Handheld None (only needs calibration) 3

23 Ficksburg Handheld None (only needs calibration) 1

24 Van Rooyens Gate Handheld None (only needs calibration) 2

25 City Deep Dry port Handheld None (only needs calibration) 1

26 Capetown International Airport 6 handhelds, 2 Only the 2 desktops are not 8

desktops functional

27 Capetown Habour Handhelds None (only needs calibration) 3

28 Vioolsdrift Handheld 2x Battery broken 2

29 Nakop Handheld None (only needs calibration) 2

30 Upington Handheld Only 1 has no charger & battery 2

31 Port of Port Elizabeth Handheld None (only needs calibration) 1

32 Port of Ngqura Handheld None (only needs calibration) 1

33 Chief Dawid Stuurman Handheld None (only needs calibration) 1

34 Qacha`s Nek PoE Handheld 2 are not functional 3

35 East London Harbour Handheld None (only needs calibration) 1

Compliance Requirements

Source: FINAL BMA QUOTE PACK AUG 2026-.pdf (TENDER)

Yes No Yes No [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED ARE YOU A FOREIGN BASED Yes No REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODS SOUTH AFRICA FOR /SERVICES /WORKS OFFERED? [IF YES, ANSWER THE THE GOODS /SERVICES [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW] /WORKS OFFERED? QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. Supply Chain Management Quotation Pack Invitation to Quote Standardized August 2026 MAINTENANCE OF THERMAL SCANNERS H004L2709RFQ00162 PART B TERMS AND CONDITIONS FOR BIDDING

Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for consideration. 1.2. All bids must be submitted on the official forms provided– (not to be re-typed) or in the manner prescribed in the bid document. 1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential procurement regulations, 2022. The general conditions of contract (gcc) and, if applicable, any other special conditions of contract. 1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER. 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ................................................... Supply Chain Management Quotation Pack Invitation to Quote Standardized August 2026 MAINTENANCE OF THERMAL SCANNERS H004L2709RFQ00162 NOTICES TO RESPONDENTS REGARDING THE COMPLETION OF FORMS PLEASE NOTE THAT THIS CALL FOR BIDS IS SUBJECT TO TREASURY REGULATIONS 16A ISSUED IN TERMS OF THE PUBLIC FINANCE MANAGEMENT ACT, 1999.

Unless inconsistent with or expressly indicated otherwise by the context, the singular shall include the plural and vice versa and with words importing the masculine gender shall include the feminine and the neuter.

Under no circumstances whatsoever may the Bids forms be retyped or redrafted, but can be completed online without changing any words. Photocopies of the original Bids documentation may be used, but an original signature must appear on such photocopies.

The Respondent is advised to check the number of pages and to satisfy himself that none are missing or duplicated.

Bids submitted must be complete in all respects.

Bids shall be submitted through the designated submission platform indicated not later than the closing time specified for their receipt, and in accordance with the directives in the Bids documents.

Each Bid shall be addressed in accordance with the directives in the bid documents. Where bids are required to be submitted to a physical address, bid shall be lodged in a separate sealed envelope, with the name and address of the Respondent, the Bid number and closing date indicated on the envelope. The envelope shall not contain documents relating to any Bids other than that shown on the envelope. If this provision is not complied with, such Bids may be rejected as being invalid.

All Bids received in sealed envelopes with the relevant Bids numbers on the envelopes are kept unopened in safe custody until the closing time of the Bids. Where, however, a bid is received open, it shall be sealed. If it is received without a bid number on the envelope, it shall be opened, the Bid number ascertained, the envelope sealed, and the Bid number written on the envelope.

A specific box is provided for the receipt of Bids, and no Bids found in any other box or elsewhere subsequent to the closing date and time of Bids will be considered. This requirement applies only to bids submitted in physical form.

No Bids sent through the post/courier will be considered if it is received after the closing date and time stipulated in the BIDS documentation, and proof of posting/couriering will not be accepted as proof of delivery. This requirement applies only to bids submitted in physical form

No Bids submitted by telefax, telegraphic will be considered.

Bids documents must not be included in packages containing samples. Such Bids may be rejected as being invalid.

Any alteration made by the Respondent must be initialed. If not initialed the Respondent may be disqualified.

Use of correcting fluid is prohibited

Bids will be opened in public as soon as practicable after the closing time of Bids.

Where practical, prices will be made public at the time of opening Bids. Rights to Award

Border Management Authority reserves the right to call for presentations from shortlisted suppliers or Reserves the Right to accept bids in Whole or In Part.”

Not to make any award in this bid or accept any proposals submitted, Supply Chain Management Quotation Pack Invitation to Quote Standardized August 2026 MAINTENANCE OF THERMAL SCANNERS H004L2709RFQ00162

Award the project to more than one (1) Respondent for the same activity

Request further technical/functional information from any Respondent after the closing date,

Verify information and documentation of the Respondent(s),

Not to accept any of the bid document submitted,

To withdraw or amend any of the bid conditions by notice in writing to all Respondents prior to closing of the bid and post award, and

If an incorrect award has been made to remedy the matter in any lawful manner it may deem fit.

Apply objective criteria

Service providers are not allowed to utilize employees that are non-South African Citizen, this may lead to contract termination unless vetted and having work permit. Price Negotiation BMA reserves the right to negotiate with the shortlisted Respondents prior and/or post award. The terms and conditions for negotiations will be communicated to the shortlisted Respondents prior to invitation to negotiations. The negotiation terms and conditions may include presentations and/or site visits. This phase is meant to ensure the conditions of bid and projects will be implementable for the achievement of the project objectives. BMA supports the spirit of 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 BMA does not support any form of fronting. Payment

The service provider will be paid in South African Rands, on a fixed price (Inclusive of VAT) for the service rendered.

Payment will be made within 30 days of receipt of the approved invoice according to an agreed payment schedule.

Points Allocation: 3 points

B-BBEE Details: UIRIES MAY BE DIRECTED TO:

Zwelithini.Makhabane CONTACT PERSON CONTACT PERSON

Telephone number telephone number

Facsimile number facsimile number

[email protected] (NO [email protected]

Qoute should be sent to this

E-mail address email except enquires) e-mail address

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier compliance tax compliance central

Status system pin: supplie

Or r

Databas

E No: MAAA

B-bbee status level tick applicable box] b-bbee status level sworn [tick applicable box]

Verification affidavit

Certificate

Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE

Submitted in order to qualify for preference points for b-bbee]

Are you the

ACCREDITED ARE YOU A FOREIGN BASED Yes No

REPRESENTATIVE IN Yes No SUPPLIER FOR THE GOODS

South africa for /services /works offered? [If yes, answer the

The goods /services [if yes enclose proof] questionnaire below]

/Works offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status system

Pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

Supply Chain Management Quotation Pack

Invitation to Quote Standardiz

Health & Safety

Source: FINAL BMA QUOTE PACK AUG 2026-.pdf (TENDER)

completed online without changing any words. Photocopies of the original Bids documentation

may be used, but an original signature must appear on such photocopies.

Invitation to Quote Standardized August 2026

Maintenance of thermal scanners h004l2709rfq00162

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in the contract form

signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the contract for the full and proper performance of his contractual

obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official

in the procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its government and encouraged to

market its products internationally.

1.6 “Country of origin” means the place where the goods were mined, grown or produced or from which the services are supplied.

3.1 Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any expense incurred in the preparation

and submission of a bid. Where applicable a non-refundable fee for documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the Government Tender Bulletin. The Government Tender Bulletin

may be obtained directly from the Government Printer, Private Bag X85, Pretoria 0001, or accessed electronically from

www.treasury.gov.za

Invitation to Quote Standardized August 2026

Maintenance of thermal scanners h004l2709rfq00162

and/or other documents to be furnished by the supplier are specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

21 Delays in the supplier’s performance

21.1 Delivery of the goods and performance of services shall be made by the supplier in accordance with the time schedule prescribed

by the purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its subcontractor(s) should encounter conditions impeding timely

delivery of the goods and performance of services, the supplier shall promptly notify the purchaser in writing of the fact of the delay,

its likely duration and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall evaluate the

situation and may at his discretion extend the supplier’s time for performance, with or without the imposition of penalties, in which

case the extension shall be ratified by the parties by amendment of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of supplies or services from a national department, provincial

department, or a local authority.

21.4 The right is reserved to procure outside of the contract small quantities or to have minor essential services executed if an

emergency arises, the supplier’s point of supply is not situated at or near the place where the supplies are required, or the supplier’s

services are not readily available.

21.5 Except as provided under GCC Clause 25, a delay by the supplier in the performance of its delivery obligations shall render the

supplier liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to

GCC Clause 21.2 without the application of penalties.

a provisional payment is no longer required or any such anti-dumping or countervailing right is abolished, or where the amount of

such provisional payment or any such right is reduced, any such favourable difference shall on demand be paid forthwith by the

contractor to the State or the State may deduct such amounts from moneys (if any) which may otherwise be due to the contractor

in regard to supplies or services which he delivered or rendered, or is to deliver or render in terms of the contract or any other

contract or any other amount which may be due to him.

31.1 Every written acceptance of a bid shall be posted to the supplier concerned by registered or certified mail and any other notice to

him shall be posted by ordinary mail to the address furnished in his bid or to the address notified later by him in writing and such

posting shall be deemed to be proper service of such notice

31.2 The time mentioned in the contract documents for performing any act after such aforesaid notice has been given, shall be reckoned

from the date of posting of such notice.

2 Lebombo Handheld 3 with charging port and kit not 5

functioning

3 Mananga Handheld None (only needs calibration) 1

4 Jeppes Reef Handheld None (only needs calibration) 1

5 Oshoek Handheld 1 freezes and switches off, 1 2

Contractual Terms

Source: FINAL BMA QUOTE PACK AUG 2026-.pdf (TENDER)

15.1 The supplier warrants that the goods supplied under the contract are new, unused, of the most recent or current models, and that

they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further

warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship (except

when the design and/or material is required by the purchaser’s specifications) or from any act or omission of the supplier, that may

develop under normal use of the supplied goods in the conditions prevailing in the country of final destination.

15.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been

delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment

from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC.

15.3 The purchaser shall promptly notify the supplier in writing of any claims arising under this warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period specified in SCC and with all reasonable speed, repair or replace

the defective goods or parts thereof, without costs to the purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s) within the period specified in SCC, the purchaser may proceed

Supply Chain Management Quotation Pack

Invitation to Quote Standardized August 2026

Maintenance of thermal scanners h004l2709rfq00162

to take such remedial action as may be necessary, at the supplier’s risk and expense and without prejudice to any other rights

which the purchaser may have against the supplier under the contract.

16 Payment

16.1 The method and conditions of payment to be made to the supplier under this contract shall be specified in SCC.

16.2 The supplier shall furnish the purchaser with an invoice accompanied by a copy of the delivery note and upon fulfillment of other

obligations stipulated in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days after submission of an invoice or

claim by the supplier.

16.4 Payment will be made in Rand unless otherwise stipulated in SCC.

17 Prices

17.1 Prices charged by the supplier for goods delivered and services performed under the contract shall not vary from the prices quoted

by the supplier in his bid, with the exception of any price adjustments authorized in SCC or in the purchaser’s request for bid

validity extension, as the case may be.

18 Contract amendments

18.1 No variation in or modification of the terms of the contract shall be made except by written amendment signed by the parties

concerned.

19 Assignment

19.1 The supplier shall not assign, in whole or in part, its obligations to perform under the contract, except with the purchaser’s prior

written consent.

20 Subcontracts

20.1 The supplier shall notify the purchaser in writing of all subcontracts awarded under this contracts if not already specified in the bid.

Such notification, in the original bid or later, shall not relieve the supplier from any liability or obligation under the contract.

21 Delays in the supplier’s performance

21.1 Delivery of the goods and performance of services shall be made by the supplier in accordance with the time schedule prescribed

by the purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its subcontractor(s) should encounter conditions impeding timely

delivery of the goods and performance of services, the supplier shall promptly notify the purchaser in writing of the fact of the delay,

its likely duration and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall evaluate the

situation and may at his discretion extend the supplier’s time for performance, with or without the imposition of penalties, in which

case the extension shall be ratified by the parties by amendment of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of supplies or services from a national department, provincial

department, or a local authority.

21.4 The right is reserved to procure outside of the contract small quantities or to have minor essential services executed if an

emergency arises, the supplier’s point of supply is not situated at or near the place where the supplies are required, or the supplier’s

services are not readily available.

21.5 Except as provided under GCC Clause 25, a delay by the supplier in the performance of its delivery obligations shall render the

supplier liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to

GCC Clause 21.2 without the application of penalties.

Supply Chain Management Quotation Pack

Invitation to Quote Standardized August 2026

Maintenance of thermal scanners h004l2709rfq00162

21.6 Upon any delay beyond the delivery period in the case of a supplies contract, the purchaser shall, without cancelling the contract,

be entitled to purchase supplies of a similar quality and up to the same quantity in substitution of the goods not supplied in

conformity with the contract and to return any goods delivered later at the supplier’s expense and risk, or to cancel the contract

and buy such goods as may be required to complete the contract and without prejudice to his other rights, be entitled to claim

damages from the supplier.

22 Penalties

22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of the goods or to perform the services within the period(s)

specified in the contract, the purchaser shall, without prejudice to its other remedies under the contract, deduct from the contract

price, as a penalty, a sum calculated on the delivered price of the delayed goods or unperformed services using the current prime

interest rate calculated for each day of the delay until actual delivery or performance. The purchaser may also consider termination

of the contract pursuant to GCC Clause 23.

23 Termination for default

23.1 The purchaser, without prejudice to any other remedy for breach of contract, by written notice of default sent to the supplier, may

terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within the period(s) specified in the contract, or within any

extension thereof granted by the purchaser pursuant to GCC Clause 21.2;

(b) if the Supplier fails to perform any other obligation(s) under the contract; or

(c) if the supplier, in the judgment of the purchaser, has engaged in corrupt or fraudulent practices in competing for or

in executing the contract.

23.2 In the event the purchaser terminates the contract in whole or in part, the purchaser may procure, upon such terms and in such

manner as it deems appropriate, goods, works or services similar to those undelivered, and the supplier shall be liable to the

purchaser for any excess costs for such similar goods, works or services. However, the supplier shall continue performance of the

contract to the extent not terminated.

23.3 Where the purchaser terminates the contract in whole or in part, the purchaser may decide to impose a restriction penalty on the

supplier by prohibiting such supplier from doing business with the public sector for a period not exceeding 10 years.

23.4 If a purchaser intends imposing a restriction on a supplier or any person associated with the supplier, the supplier will be allowed

a time period of not more than fourteen (14) days to provide reasons why the envisaged restriction should not be imposed. Should

the supplier fail to respond within the stipulated fourteen (14) days the purchaser may regard the intended penalty as not objected

against and may impose it on the supplier.

23.5 Any restriction imposed on any person by the Accounting Officer / Authority will, at the discretion of the Accounting Officer /

Authority, also be applicable to any other enterprise or any partner, manager, director or other person who wholly or partly exercises

or exercised or may exercise control over the enterprise of the first-mentioned person, and with which enterprise or person the

first-mentioned person, is or was in the opinion of the Accounting Officer / Authority actively associated.

23.6 If a restriction is imposed, the purchaser must, within five (5) working days of such imposition, furnish the National Treasury, with

the following information:

a. the name and address of the supplier and / or person restricted by the purchaser;

b. the date of commencement of the restriction

c. the period of restriction; and

d. the reasons for the restriction.

23.6.1 These details will be loaded in the National Treasury’s central database of suppliers or persons prohibited from doing

business with the public sector.

23.7 If a court of law convicts a person of an offence as contemplated in sections 12 or 13 of the Prevention and Combating of Corrupt

Activities Act, No. , the court may also rule that such person’s name be endorsed on the Register for Tender Defaulters.

When a person’s name has been endorsed on the Register, the person will be prohibited from doing business with the public

sector for a period not less than five years and not more than 10 years. The National Treasury is empowered to determine the

period of restriction and each case will be dealt with on its own merits. According to section 32 of the Act the Register must be

open to the public. The Register can be perused on the National Treasury website.

24 Anti-dumping and countervailing duties and rights

Supply Chain Management Quotation Pack

Invitation to Quote Standardized August 2026

Maintenance of thermal scanners h004l2709rfq00162

24.1 When, after the date of bid, provisional payments are required, or antidumping or countervailing duties are imposed, or the amount

of a provisional payment or anti-dumping or countervailing right is increased in respect of any dumped or subsidized import, the

State is not liable for any amount so required or imposed, or for the amount of any such increase. When, after the said date, such

a provisional payment is no longer required or any such anti-dumping or countervailing right is abolished, or where the amount of

such provisional payment or any such right is reduced, any such favourable difference shall on demand be paid forthwith by the

contractor to the State or the State may deduct such amounts from moneys (if any) which may otherwise be due to the contractor

in regard to supplies or services which he delivered or rendered, or is to deliver or render in terms of the contract or any other

contract or any other amount which may be due to him.

25 Force Majeure

25.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the supplier shall not be liable for forfeiture of its performance security,

damages, or termination for default if and to the extent that his delay in performance or other failure to perform his obligations

under the contract is the result of an event of force majeure.

25.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in writing of such condition and the cause thereof.

Unless otherwise directed by the purchaser in writing, the supplier shall continue to perform its obligations under the contract as

far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the force majeure

event.

26 Termination for insolvency

26.1 The purchaser may at any time terminate the contract by giving written notice to the supplier if the supplier becomes bankrupt or

otherwise insolvent. In this event, termination will be without compensation to the supplier, provided that such termination will not

prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the purchaser.

27 Settlement of Disputes

27.1 If any dispute or difference of any kind whatsoever arises between the purchaser and the supplier in connection with or arising out

of the contract, the parties shall make every effort to resolve amicably such dispute or difference by mutual consultation.

27.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such mutual consultation, then either the

purchaser or the supplier may give notice to the other party of his intention to commence with mediation. No mediation in respect

of this matter may be commenced unless such notice is given to the other party.

27.3 Should it not be possible to settle a dispute by means of mediation, it may be settled in a South African court of law.

27.4 Mediation proceedings shall be conducted in accordance with the rules of procedure specified in the SCC.

27.5 Notwithstanding any reference to mediation and/or court proceedings herein,

(a) the parties shall continue to perform their respective obligations under the contract unless they otherwise agree; and

(b) the purchaser shall pay the supplier any monies due the supplier.

28 Limitation of liability

28.1 Except in cases of criminal negligence or willful misconduct, and in the case of infringement pursuant to Clause 6;

i. the supplier shall not be liable to the purchaser, whether in contract, tort, or otherwise, for any indirect or consequential

loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not

apply to any obligation of the supplier to pay penalties and/or damages to the purchaser; and

ii. the aggregate liability of the supplier to the purchaser, whether under the contract, in tort or otherwise, shall not exceed

the total contract price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment.

29 Governing language

29.1 The contract shall be written in English. All correspondence and other documents pertaining to the contract that is exchanged by

the parties shall also be written in English.

30 Applicable law

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30.1 The contract shall be interpreted in accordance with South African laws, unless otherwise specified in SCC.

31 Notices

31.1 Every written acceptance of a bid shall be posted to the supplier concerned by registered or certified mail and any other notice to

him shall be posted by ordinary mail to the address furnished in his bid or to the address notified later by him in writing and such

posting shall be deemed to be proper service of such notice

31.2 The time mentioned in the contract documents for performing any act after such aforesaid notice has been given, shall be reckoned

from the date of posting of such notice.

32 Taxes and duties

32.1 A foreign supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the

purchaser’s country.

32.2 A local supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted goods

to the purchaser.

32.3 No contract shall be concluded with any bidder whose tax matters are not in order. Prior to the award of a bid the Department must

be in possession of a tax clearance certificate, submitted by the bidder. This certificate must be an original issued by the South

African Revenue Services.

33 National Industrial Participation (NIP) Programme

33.1 The NIP Programme administered by the Department of Trade and Industry shall be applicable to all contracts that are subject to

the NIP obligation.

Prohibition of Restrictive practices

34.1 In terms of section 4 (1) (b) (iii) of the Competition Act No. , as amended, an agreement between, or concerted practice by,

firms, or a decision by an association of firms, is prohibited if it is between parties in a horizontal relationship and if a bidder (s) is / are

or a contractor(s) was / were involved in collusive bidding (or bid rigging).

34.2 If a bidder(s) or contractor(s), based on reasonable grounds or evidence obtained by the purchaser, has / have engaged in the

restrictive practice referred to above, the purchaser may refer the matter to the Competition Commission for investigation and possible

imposition of administrative penalties as contemplated in the Competition Act No. .

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Annexure a: specification or terms of reference

Services requirements

Comply quantity

Yes NO remarks

The successful bidder will be responsible to execute the

following:

2.1 The bidder must be an ISO/IEC 17025 accredited

Attach a copy of accreditation certificate/ or letter

The bidder must have a track record/experience in thermal

scanner maintenance and calibration.

Attach at least a minimum of 3 letters from previous

clients, on client’s letter head, dated, signed and must not

be older than 5 years

2.2 - software upgrade to latest version

repair damages and replace damaged parts
perform general maintenance of equipment

2.3 The service provider shall thoroughly

check/examine/inspect, service, maintain and calibrate all 107

thermal scanners.

 Brand/manufacturer: Flir E8 Pro

 Model numbers: E8 Pro (year N/A)

 Serial numbers: To be provided to successful bidder

2.4 The service provider shall issue a maintenance report and

calibration certificates of thermal scanners.

Information on thermal scanners

Type of scanner quantities

Handheld 98

Desktop 09

Grand total 107

Ports of entry (PoE), types of scanners, the specific scanner issues, and scanner quantity per PoE

NO. Port of Entry Type of Issue with scanner Quantity/PoE

Scanner

1 Kruger Mpumalanga Intl. Handheld None (only needs calibration) 2

Airport

2 Lebombo Handheld 3 with charging port and kit not 5

functioning

3 Mananga Handheld None (only needs calibration) 1

4 Jeppes Reef Handheld None (only needs calibration) 1

5 Oshoek Handheld 1 freezes and switches off, 1 2

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battery does not charge

6 Mahamba Handheld None (only needs calibration) 2

7 Golela Handheld All not functional: charging port 5

and kit not functioning

8 Kosi Bay Handheld Not stated but are not functional 2

9 King Shaka Intl. Airport Handheld Not stated but are not functional 5

10 Durban Harbour Handheld Not stated but are not functional 2

11 Richerds Bay Harbour Handheld None (only needs calibration) 3

12 Ramatlabama Handheld All do not function: No chargers 3

13 Polokwane Intl. Airport Handheld None (only needs calibration) 2

14 Beitbridge 9 handhelds, 1 2 non-functional, inclusive of the 10

desktop desktop

15 Groblersbrug Handheld None (only needs calibration) 5

16 Kopfontein Handheld None (only needs calibration) 2

17 Skilpadshek Handheld Only 1 not functional: battery 3

issue

18 OR Tambo Intl. Airport 4 desktops, 9 Only 4 handhelds not functional: 13

handhelds issue not stated

19 Caledonspoort Handheld None (only needs calibration) 2

20 Bram Fischer Int. Airport 1 handheld, 1 Desktop dysfunctional: too old 2

desktop

21 Lanseria Int Airport 3 handheld, 1 None (only needs calibration) 4

desktop

22 Maseru Bridge Handheld None (only needs calibration) 3

23 Ficksburg Handheld None (only needs calibration) 1

24 Van Rooyens Gate Handheld None (only needs calibration) 2

25 City Deep Dry port Handheld None (only needs calibration) 1

26 Capetown International Airport 6 handhelds, 2 Only the 2 desktops are not 8

desktops functional

27 Capetown Habour Handhelds None (only needs calibration) 3

28 Vioolsdrift Handheld 2x Battery broken 2

29 Nakop Handheld None (only needs calibration) 2

30 Upington Handheld Only 1 has no charger & battery 2

31 Port of Port Elizabeth Handheld None (only needs calibration) 1

32 Port of Ngqura Handheld None (only needs calibration) 1

33 Chief Dawid Stuurman Handheld None (only needs calibration) 1

34 Qacha`s Nek PoE Handheld 2 are not functional 3

35 East London Harbour Handheld None (only needs calibration) 1

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Award the project to more than one (1) Respondent for the same activity
Request further technical/functional information from any Respondent after the closing date,
Verify information and documentation of the Respondent(s),
Not to accept any of the bid document submitted,
To withdraw or amend any of the bid conditions by notice in writing to all Respondents prior to

closing of the bid and post award, and

If an incorrect award has been made to remedy the matter in any lawful manner it may deem fit.
Apply objective criteria
Service providers are not allowed to utilize employees that are non-South African Citizen, this may

lead to contract termination unless vetted and having work permit.

The service provider will be paid in South African Rands, on a fixed price (Inclusive of VAT) for the

service rendered.

Payment will be made within 30 days of receipt of the approved invoice according to an agreed payment

schedule.

Payment will be against the key deliverables as set out in section 4 above, provided professional-level

quality standards have been met. Disputes as to what constitutes a reasonable standard will be referred

to an agreed provider of arbitration services.

Disbursements must not exceed 10% of the total amount paid to the service provider and will be paid

only if original receipts are provided against a list of expenses that are agreed in advance of the costs

being incurred.

Delivery basis ..........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment

insurance fund contributions and skills development levies.

*Delete if not applicable

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4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify

that the points claimed, based on the specific goals as advised in the tender, qualifies the

company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to

the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors,

or only the shareholders and directors who acted on a fraudulent basis,

be restricted from obtaining business from any organ of state for a period

not exceeding 10 years, after the audi alteram partem (hear the other side)

rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

recognized new product results that is substantially different in basic characteristics or in purpose or utility from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and unloaded in the specified store or depot or on the specified site

in compliance with the conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are

so delivered and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods on own initiative in the RSA at lower prices than that of the

country of origin and which have the potential to harm the local industries in the RSA.

1.12 ”Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or negligence and not

foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity, wars or revolutions,

fires, floods, epidemics, quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract

to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid submission) designed to establish

bid prices at artificial non-competitive levels and to deprive the bidder of the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to supply to the purchaser

under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or materials which have

been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive of the costs abroad,

plus freight and other direct importation costs such as landing costs, dock dues, import duty, sales duty or other similar tax or duty

at the South African place of entry as well as transportation and handling charges to the factory in the Republic where the supplies

covered by the bid will be manufactured.

1.17 “Local content” means that portion of the bidding price which is not included in the imported content provided that local manufacture

does take place.

1.18 “Manufacture” means the production of products in a factory using labour, materials, components and machinery and includes

other related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or works or the rendering of a service.

6.1 The supplier shall indemnify the purchaser against all third-party claims of infringement of patent, trademark, or industrial design

rights arising from use of the goods or any part thereof by the purchaser.

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7.2 The proceeds of the performance security shall be payable to the purchaser as compensation for any loss resulting from the

supplier’s failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the contract or in a freely convertible currency acceptable to the

purchaser and shall be in one of the following forms:

7.4 a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the bidding documents or another form acceptable to the purchaser; or

7.5 a cashier’s or certified cheque

7.6 The performance security will be discharged by the purchaser and returned to the supplier not later than thirty (30) days following

the date of completion of the supplier’s performance obligations under the contract, including any warranty obligations, unless

otherwise specified in SCC.

11.1 The goods supplied under the contract shall be fully insured in a freely convertible currency against loss or damage incidental to

manufacture or acquisition, transportation, storage and delivery in the manner specified in the SCC.

11.2 Upon appointment by the Head of Department the service provider will be required to have a Professional Indemnity insurance of

a minimum cover of R160 million.

13.1 The supplier may be required to provide any or all of the following services, including additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance of the supplied goods;

(d) performance or supervision or maintenance and/or repair of the supplied goods, for a period of time agreed by the parties,

provided that this service shall not relieve the supplier of any warranty obligations under this contract; and

(e) training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance,

and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in the contract price for the goods, shall be agreed upon in

advance by the parties and shall not exceed the prevailing rates charged to other parties by the supplier for similar services.

14.1 As specified in SCC, the supplier may be required to provide any or all of the following materials, notifications, and information

pertaining to spare parts manufactured or distributed by the supplier:

(a) such spare parts as the purchaser may elect to purchase from the supplier, provided that this election shall not relieve the

supplier of any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i) Advance notification to the purchaser of the pending termination, in sufficient time to permit the purchaser to

procure needed requirements; and

(ii) following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and specifications of

the spare parts, if requested

(iii)

15 Warranty