Appointment of a service provider for hydrovar pump system maintenance and ad-hoc repairs (4-Year contract)

• Closing date for bid submission: 04 June 2026 at 23:59 PM.
• Validity period of the RFQ: 90 days from closing date.
• CMS reserves the right to extend the closing date under exceptional circumstances.

For bid submission:

• Email: [email protected]

For bidding procedure enquiries:

• Contact: Bokamoso Legong
• Telephone: 012 431 0484
• Email: [email protected]

For technical enquiries:

• Contact: Louisa Kambile
• Telephone: 066 280 8299
• Email: [email protected]

Organization address:

• Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157.

For invoice submissions:

• Email: [email protected]

• Submit your bid via email only to: [email protected]. Late bids will not be accepted.
• Closing date: 04 June 2026. Closing time: 23:59 PM.
• Use the official bid forms provided—do not retype or alter them.
• Cloud-based submissions (e.g., WeTransfer, Google Drive, Dropbox) are not accepted.
• Register on the Central Supplier Database (CSD) and include your CSD number on SBD1.
• Required returnable documents: SARS PIN or Tax Compliance Status (TCS) certificate, CSD report, valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs), and fully completed and signed SBD 1, 4, and 6.1. Failure to submit these may lead to automatic disqualification.
• The successful bidder must complete and sign a written contract form (SBD7).

Evaluation occurs in two phases:

Phase 1: Mandatory Criteria (Pass/Fail)

• Submit two (2) client reference letters for work involving maintenance/repair of water pumps or tanks (on official letterhead, signed; purchase orders/appointment letters/contracts are not acceptable).
• Proof of current and valid CIDB registration in Mechanical Engineering (ME) class, Grade 1 or higher.
• Tax compliance: SARS PIN or TCS certificate (or CSD number if no TCS). Consortia/joint ventures must submit separate TCS/PIN/CSD for each party.
• Not listed on National Treasury’s restricted supplier database or tender defaulters list.
• No conflicts of interest: Bidders, directors, or members cannot be in the service of the state.
• Complete and sign SBD 1, 4, and 6.1.

Phase 2: Price (80 points) and Specific Goals (20 points)

• Price: Lowest acceptable bid scores highest (80 points max). Formula: Ps = 80(1 − (Pt−Pmin)/Pmin).
• Specific Goals (20 points max):

• Historically Disadvantaged Individuals (HDI): 5 points (80%-100% Black Owned: 5; 50%-79.99%: 4; 20%-49.99%: 3; 1%-19.99%: 1; <1%: 0).

• Size of Company: 3 points (EME: 3; QSE: 2; Generic: 1).

• Black Women-Owned Enterprise: 5 points (75%-100%: 5; 51%-74.99%: 3; 1%-50.99%: 1; <1%: 0).

• Ownership by People with Disabilities: 3 points (75%-100%: 3; 51%-74.99%: 2; 1%-50.99%: 1; <1%: 0).

• Ownership by Youth (under 35): 4 points (75%-100%: 4; 51%-74.99%: 3; 20%-50.99%: 2; 1%-19.99%: 1; <1%: 0).

• To claim points: Submit certified ID copies, B-BBEE certificate/sworn affidavit, medical certificates (for disability), and CIPC documents (for women/youth ownership).

Scope: Provide annual maintenance and ad-hoc services for a Hydrovar pump system (Model: HVL2.015-A0010, Code: 10073L1AA, Made in Denmark) for the Council for Medical Schemes’ water system over four (4) years.

Annual Maintenance Services Required:

• Visual pump inspection.
• Visual pipeline inspection.
• Visual checks of the PVC pipe system from the pump.
• Visual checks of water tanks and pipe connections.
• Servicing of the system.
• Travelling to CMS offices (included in quotation).
• Ad-hoc/urgent repairs and replacement of parts.

Location: Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157.

Pricing Breakdown Required (for each of the 4 years):

• Annual Maintenance fee (VAT inclusive).
• Ad-Hoc/Urgent Maintenance and Repairs:

• Rate per hour (business hours).
• Rate per hour (after hours).
• Rate per hour (weekends and public holidays).

• Travelling to CMS Offices: Rate per kilometre.
• Mark-up percentage for replacement of materials/parts.
• Total Bid Price (VAT inclusive).

• Pricing must be detailed in the provided breakdown table for each of the four years, including all VAT-inclusive rates and mark-ups.
• Payment terms: CMS will pay in full within 30 days after receipt of an original tax invoice for work completed to its satisfaction.
• Payments are milestone/deliverable-based, as per an agreed project implementation plan.
• All invoices must be emailed to [email protected] and must reference the Purchase Order number.
• No goods/services may be delivered without an official Purchase Order from CMS’s Supply Chain Management Unit.

Mandatory for Bid Validity:

• Tax Compliance: Submit SARS PIN or Tax Compliance Status (TCS) certificate. If no TCS but registered on CSD, provide CSD number. Consortia/joint ventures/sub-contractors must each submit separate TCS/PIN/CSD. Non-compliance will result in bid rejection.
• Central Supplier Database (CSD): Registration is mandatory. Include CSD number on SBD1.
• B-BBEE: Valid B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) required to qualify for preference points.
• CIDB Registration: Proof of current and valid registration with CIDB in Mechanical Engineering (ME) class, Grade 1 or higher (mandatory technical criterion).
• SBD Forms: Complete and sign SBD 1, 4, and 6.1. Failure to do so may lead to disqualification.
• Specific Goals Documentation: To claim points, submit:

• Certified copies of IDs of directors/owners/shareholders (for HDI points).
• Medical certificate or letter from an accredited health professional (for disability ownership points).
• CIPC documents (for Black Women and Youth Ownership points).

• Restrictions: Bids will be disqualified if:

• The bidder, directors, or members are in the service of the state.
• The bidder is listed on the National Treasury’s database of restricted bidders or tender defaulters.
• The bidder has been convicted of fraud, corruption, or collusion in the past five years.