Panel contract for supply and delivery of high-purity laboratory gases (argon, helium, nitrogen, synthetic air) to lepelle northern water

• Bidding Procedure Enquiries: Abigail Sebaka. Tel: 015 295 1809. Email: [email protected].
• Technical Enquiries: William Tlale. Tel: 063 749 1554. Email: [email protected].
• General Organisation Contact: Lepelle Northern Water. Physical Address: 01 Landros Mare Street, Polokwane, 0700. Postal Address: Private Bag X9522, Polokwane, 0700. Tel: 015 295 1800. Fax: 015 295 1931. Email: [email protected].
• User Department: Operations and Maintenance.

• Submit your bid by 23 June 2026 at 11:00 AM to the bid box at Lepelle Northern Water Head Office, 01 Landros Mare Street, Polokwane. Late bids will not be accepted.
• Use only the official forms provided (do not retype). Complete all documents in full using black ink. Tampering (e.g., correction fluid, sticky notes) will disqualify your bid.
• Mandatory pre-qualification documents: Proof of permit for transporting gas cylinders; Authorized Letter of Gas Supply from manufacturer; Completed and signed SBD 3.1 and SBD 4 forms; Letter of Good Standing from COIDA; Company registration documents.
• Additional required documents: Completed SBD 1 and SBD 6.1 forms; Municipal rates account (not older than 3 months); Certified ID copies of directors/key personnel (not older than 6 months); Proof of CSD registration.
• For joint ventures: Submit a JV agreement with percentage split; each partner must provide all mandatory documents. If successful, a JV bank account and VAT number will be required.
• Pricing schedule must be fully completed with numerical values (no blanks, 'nil', or dashes). Non-compliance will disqualify your bid.
• No bids will be accepted from persons in the service of the state, or companies with directors/members in the service of the state.

• Evaluation follows a two-stage process under the Preferential Procurement Policy Framework Act, 2022.

Stage 1: Functionality (Pre-qualification)

• Minimum threshold: 25 points (83.3%) out of 30 to qualify.
• Criteria and points:

• Company Experience (10 points): 1 reference letter = 5 points; 2+ reference letters = 10 points. Attach proof of traceable service records for supplying analytical grade gases.

• Personnel Training Certificate (10 points): 1 Hazchem training/competency certificate = 5 points; 2+ certificates = 10 points. Attach proof for drivers/personnel handling gas.

• Scope of Work (10 points): Proof of delivery vehicles (license, rental agreement, or intent to hire). 3-ton vehicle = 5 points; 5-ton+ vehicle = 10 points. Must include dangerous goods transport permits, driver Hazchem certificates, and truck Hazchem permits.

Stage 2: Price and Preference Points (80/20 or 90/10 system)

• Financial offers are scored using the formula: NFO = W1 x A, where W1 is the maximum points for price, and A is calculated based on the lowest or highest price comparison.
• Preference Points (20 points max) are allocated based on CSD-reported ownership: Disability (5), 100% Black women ownership (5), 100% Black ownership (5), Black Youth ownership (5).
• Total points = Functionality (if qualified) + Price + Preference Points. Highest total points win, unless compelling reasons exist otherwise.

Disqualification Risks:

• Failure to meet mandatory requirements (e.g., missing documents, incomplete pricing schedule).
• Non-compliance with administrative requirements (e.g., unsigned forms, outdated certificates).

Scope:

• Supply and deliver Argon Baseline gas, Helium Baseline gas, Nitrogen Baseline gas, and Synthetic Air to Lepelle Northern Water Central Laboratory (Ebenezer Plant) for 5 years.
• Gases are required daily for operating ICP-MS and TOC analyzers in SANAS-accredited laboratory (ISO 17025:2017 compliance).

Deliverables & Service Levels:

• Deliver gases within 5 working days after receiving a purchase order. Notify LNW in writing of any delays.
• Provide Certificate of Analysis (for each batch) and MSDS certificates with every delivery.
• Ensure uninterrupted supply to avoid suspension of laboratory accreditation.
• Comply with OHS procedures or ISO 45001 and all applicable health/safety regulations.

Gas Specifications (All: 99.999% purity, 5.0 grade, 50 Litre/17.5 kg cylinders):

• Argon Baseline: O2 ≤2ppm, N2 ≤5ppm, H2 ≤0.5ppm, H2O ≤2ppm, Total hydrocarbons (as CH4) ≤0.2ppm.
• Nitrogen Baseline: O2 ≤1ppm, Ar ≤2ppm, H2 ≤0.5ppm, H2O ≤2ppm, Total hydrocarbons ≤0.1ppm.
• Helium Baseline: O2 ≤1ppm, N2 ≤1ppm, H2 ≤0.1ppm, H2O ≤1ppm, Total hydrocarbons ≤0.1ppm.
• Synthetic Air: CO2 ≤1ppm, CO ≤0.5ppm, H2O ≤3ppm, Total hydrocarbons ≤0.1ppm, Other trace gases ≤1ppm each.

Capacity Requirements:

• Proven experience in supplying analytical grade gases to laboratories.
• Own or rented delivery vehicles (3-ton or 5-ton+) with dangerous goods transport permits.
• Drivers/personnel must have Hazchem certificates for handling hazardous goods.
• Panel utilization: LNW may appoint multiple suppliers; orders will be rotated. No deliveries without written approval.

• Pricing Format: Complete Tables 1-15 in the bid document for all 5 years, including:

• Unit prices for Argon, Synthetic Air, Nitrogen (monthly); Helium (yearly).
• Delivery costs per kilometer for 3-ton and 5-ton+ vehicles.
• Cylinder rental rates per cylinder per month.

• All prices must be VAT inclusive. Do not leave any fields blank; use numerical values only (e.g., '0' if applicable). Non-numerical entries (e.g., 'nil', '-') will disqualify the bid.
• Quantities are estimates and may vary based on operational needs.
• Payment Terms: Invoices require prior written authorization from LNW. Unauthorized deliveries will not be paid.
• Financial Capacity: No specific thresholds or bonds are required. Performance guarantees to DTI apply only if the contract’s imported content exceeds US$10 million (NIP programme).

• Tax Compliance: Submit original, valid Tax Clearance Certificate (TCC) with bid. Certified copies are not accepted. Alternatively, provide SARS-issued Tax Compliance Status (TCS) PIN. If registered on CSD but without a TCS PIN, provide CSD number.
• Central Supplier Database (CSD): Proof of registration is mandatory (verification done online).
• B-BBEE: Preference points (max 20) are allocated based on CSD-reported ownership: Disability (5), 100% Black women ownership (5), 100% Black ownership (5), Black Youth ownership (5).
• Mandatory Documents: Company registration documents; Letter of Good Standing from COIDA; Completed SBD 3.1 and SBD 4 forms.
• Foreign Suppliers: Must complete a questionnaire. If not a RSA resident, branch holder, or tax liable in RSA, TCS PIN registration is not required.
• National Industrial Participation (NIP): Applies if contract’s imported content ≥ US$10 million. Successful bidders must report to DTI within 5 working days of award and may need to fulfill NIP obligations (30% of imported content).
• Joint Ventures: Each partner must submit separate TCS certificates/PINs/CSD numbers and mandatory documents. JV agreement must show percentage split (totaling 100%).

Suppliers must provide the following information in their bid submission:

• Name of bidder.
• Postal and street address.
• Telephone and cellphone numbers.
• Fax number.
• Email address.
• VAT registration number.
• Tax Compliance Status (TCS) PIN or CSD number.
• Confirmation of whether the bidder is an accredited representative in South Africa or a foreign-based supplier for the goods/services offered.
• Foreign suppliers must complete the provided questionnaire if not a RSA resident, branch holder, or tax liable in RSA.