Appointment of a service provider for bulk density and volumetric surveys at city of tshwane power stations

Technical enquiries – Given Maluleke, (012) 358 2825, [email protected]

Supply‑chain enquiries – Josia Masenya, (012) 358 0658, [email protected]

Submission address (for reference only – bids must be submitted online): Tshwane House, Supply Chain Management, 320 Madiba Street, Pretoria 0001.

• Submit the completed bid online via the City of Tshwane e‑tender portal – no paper bids in the tender box. Deadline: 10:00 hrs on 25 March 2026.
• Use only the official bid forms provided; do not re‑type or scan documents.
• Complete all forms in black ink; any use of correction fluid (Tippex) or pencil will lead to disqualification.
• Price schedule must be fully completed for every item; missing items or un‑initialed price changes will result in rejection.
• All required returnable documents (see list) must be attached and marked “YES/NO” as applicable:

– Company registration certificate

– Tax clearance certificate or SARS PIN/TCS

– B‑B‑BEE certificate

– Rates and taxes/municipal account statement (or letter from local councillor if exempt)

– CSD summary report (valid CSD number required)

– Completed MBD forms (MBD 1, 4, 5, 8, 9) signed by an authorised signatory

– Audited financial statements (last 3 years) or proof of exemption

– Joint‑venture agreement (if applicable)

• Attend the compulsory briefing session (17 March 2026, 10:00‑11:00, Rooiwal Power Station). Failure to attend will disqualify the bid.
• Bids remain valid for 90 days after the closing date.
• Late submissions will not be considered.

• Stage 1 – Administrative compliance: verification of all returnable documents and CSD registration.
• Stage 2 – Mandatory requirements: completion of Annexure A (schedule of particulars), Annexure B (references), and submission of required certifications.
• Stage 3 – Preference point system (80/20):

– 80 points awarded for price (lowest acceptable price receives full points; points calculated according to PPPP‑PP formula).

– 20 points for specific goals – B‑B‑BEE level, EME/QSE status, women‑owned, disability‑owned, youth‑owned, and local economic participation. Proof must be submitted to claim points; no proof = zero points.

• Market analysis clause: the City may request confirmation of ability to deliver at the quoted price; inability to confirm leads to disqualification.
• Negotiation clause: if the highest‑scoring bidder does not accept a market‑related price, the City may negotiate with the 2nd and 3rd highest bidders; failure to agree may result in cancellation of the quotation.

Scope: Conduct a bulk density survey (dynamic cone penetrometer testing) and a volumetric survey at Rooiwal and Pretoria West power‑station coal stockpiles.

Deliverables per stockpile:

a) GPS‑based volumetric survey

b) Dynamic cone penetrometer testing

c) Gas tests (CO₂, CO, O₂)

d) Temperature tests

e) Bulk density determinations

Requirements:

• All equipment, tools, consumables and PPE (shoes, gloves, visors, etc.) supplied by the contractor.
• Contractor to provide lighting, extension cables and electrical safety boxes.
• Electrical power supplied free of charge by the City (no guarantee of continuity).
• Calibration certificate for testing equipment must be submitted before work commences.
• Contractor must operate under supervision of Power‑Station maintenance teams.
• ISO 9001‑based quality management system required.

Standards: Occupational Health and Safety Act; ASTM D6951 (dynamic cone penetrometer) and any other relevant standards.

• Pricing to be submitted in the prescribed pricing schedule (items quoted per stockpile, amounts exclusive of VAT).
• No correction fluid or re‑typing allowed; any amendment must be crossed out in ink and initialed.
• Bid must be signed by an authorised signatory; delegation of authority must be attached if signatory is not a director.
• No performance bond or guarantee is explicitly required, but the City reserves the right to request one.
• Payment terms: invoice payable within 30 days of receipt.
• Bid validity: 90 days after closing date.

• Central Supplier Database (CSD) registration and valid CSD number mandatory.
• Tax compliance: SARS PIN/TCS certificate or valid CSD number.
• B‑B‑BEE certificate (minimum level 1) – points awarded per level.
• Proof of municipal rates and taxes up to date (or letter from local councillor if exempt).
• Company registration (CIPC) and, where applicable, joint‑venture agreement.
• Audited financial statements for the last three years (or proof of exemption for newer entities).
• Declaration of no involvement in supply‑chain abuse, fraud, corruption, or tender‑defaulter registers.
• Completion of all MBD forms (MBD 1, 4, 5, 8, 9) and signed declaration of interest.