Maintenance and repair services for UPS equipment at port nolloth (3-Year contract)

Technical enquiries: Prince Kotu, telephone 012 366 2600, email [email protected]. Submission of quotations: [email protected] (email address only – no physical address provided).

• Quotes must be submitted by 11:00 on Thursday 23 April 2026 (closing time stated in the RFQ). • Submissions may be emailed to [email protected]; late submissions will be rejected. • Use the official RFQ forms provided or follow the prescribed format in the document. • All required supporting documents (see checklist) must be attached; missing or inconsistent documents will result in 0 points or disqualification. • Delivery costs are to be included in the total quoted price – they will not be evaluated separately. • The successful bidder will be required to sign the standard contract form (SBD7). • Failure to provide tax compliance details (PIN/CSD), COIDA letter, B‑BBEE certificate, CK1 registration, ID copies, proof of address or medical certificate will render the quote invalid.

• Minimum score to remain in the process: 75 points. • Scoring is split between price (80 % or 90 % depending on the preference point system) and specific goals (20 % or 10 %). • Functional evaluation (company experience and team experience) is separate from price and preference points and totals 100 points:  – Company experience (50 points) – submit a company profile with at least three completed or ongoing projects; missing profile = 0 points.  – Team experience (50 points) – qualified electrician trade test certificate (30 points) and relevant UPS maintenance experience (20 points):
• ≥5 years = 20 points,
• 2‑<5 years = 10 points,
• <2 years = 0 points. • Preference points are awarded for historically disadvantaged individuals, women, disabled, youth and locality as detailed in the Preference Points Claim Form; supporting evidence must be submitted or the points will not be granted.

Scope: Provide maintenance and repair services for UPS equipment at Port Nolloth for a three‑year period, with inspections every six months. Key deliverables: • Voltage parameter, charger/inverter, battery float and runtime tests. • Cleaning and dust removal of UPS units. • Execution of the UPS Service Plan and routine checks. • Replacement of any faulty parts at no cost to SAMSA. • 24‑hour call‑out service for emergencies. • Supply of hired UPS units when required (subject to quotation approval). • Provide pricing for 10 kVA, 15 kVA, 1.95 kVA or equivalent units over three years. • Generate service reports after each visit. • Any work outside the defined scope must be quoted separately with an hourly rate.

• Submit a detailed quotation on official company letterhead, including the pricing schedule (years 1‑3) with VAT shown (15 %). • Total price must be inclusive of all costs; delivery or call‑out fees are to be incorporated in the total. • No separate performance bond or guarantee is mentioned in the document. • Payment terms are not specified; bidders should assume standard SAMSA terms unless otherwise instructed.

• Tax compliance: provide SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; if no PIN, provide a current CSD number. • COIDA: submit a valid Letter of Good Standing under the Compensation for Occupational Injuries and Diseases Act. • B‑BBEE: submit a valid B‑BBEE certificate and complete the Preference Points Claim Form. • Company registration: provide CK1 (CIPC) registration document. • Ownership verification: ID copies of all listed owners (CSD report). • Locality proof: proof of address for at least one owner (utility bill, bank statement, etc.). • Disability verification: medical certificate/assessment where applicable. • Foreign supplier restrictions: foreign‑based entities must answer the questionnaire; if not resident or without RSA tax status, they may be disqualified. • Persons in the service of the state (directors, shareholders, etc.) are prohibited from participating.