Maintenance and servicing of two durapower dp2000 10kva UPS units for samsa pretoria (3-Year contract)

Closing date: 09 September 2026. Closing time: 11h00. Issue date: 02 September 2026. Briefing session: not applicable (N/A). Validity period: quoted prices must remain valid for at least 60 days after the closing date. Contract duration: 3 years with four scheduled maintenance visits per annum.

SCM and technical enquiries: Prince Kotu, telephone 012 366 2600, email [email protected]. Bid submissions email: [email protected]. Delivery address for services: SAMSA Pretoria, 146 Lunnon Road, Hillcrest, Pretoria, 0083.

Submission method: Email all bid response documents to [email protected] with the RFQ number clearly indicated in the email subject line. The original advert RFQ-HO-1662.1 template is also acceptable. Bids must be submitted on the official forms provided (not re-typed) and must be received by the closing date and time. Late bids will not be accepted. Delivery costs must be included in the total quotation price. Returnable forms and documents required: SBD 1 (Invitation to Bid, Parts A and B), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim Form), signed SBD (RFQ) forms, recent CSD report (not older than 3 months), tax compliance status PIN or certificate, valid B-BBEE certificate, CK1 registration document (CIPC), ID copies of all listed owners as per CSD report, proof of address not older than 3 months, medical certificate/assessment (if applicable), consortium/joint venture form (if applicable), valid COIDA letter of Good Standing, company profile with project portfolio list (minimum 3 projects) using Annexure 1.1, CV of the technician with Trade Test Certificate (Electrician), and completed pricing table (Annexure B). Disqualification risks: missing or unsigned returnable forms, late submission, failure to submit valid COIDA letter, failure to confirm local geographical presence in Gauteng with indication of in-house or outsourced service, incomplete project portfolio, missing technician CV or Trade Test Certificate, inconsistent information across declarations and supporting documents.

Mandatory pre-qualification: Valid COIDA Letter of Good Standing. Operational presence with adequate resources in Gauteng Province (in-house or outsourced) for scheduled and emergency services at SAMSA Pretoria office. Company profile with minimum three completed/ongoing UPS maintenance projects (references contactable). Technician must hold Trade Test Certificate (Electrician) and have relevant UPS experience (5+ years for full points). CSD registration (report ≤3 months). SARS tax compliance (TCS pin or certificate). CIPC registration. B-BBEE certificate for preference points. ID copies of all owners per CSD. Proof of address ≤3 months for locality points. Medical certificate if claiming disability ownership points. No bids accepted from persons in service of the state or entities with directors/members in state service.

Functionality evaluation (100 points total, minimum 75 points to qualify): Company Experience (50 points) — comprehensive company profile with project portfolio of at least 3 completed/ongoing UPS-related projects using Annexure 1.1; Team Experience & Qualification (50 points) — Qualification: Trade Test Certificate (Electrician) for technician (20 points); Experience: technician CV with relevant UPS installation, servicing, maintenance and repair experience including Durapower or equivalent (5+ years = 30 points, 2 to <5 years = 15 points, <2 years = 0 points). Price and preference points evaluated only for qualifying bidders. Preference system: 80/20 (up to R50m) or 90/10 (above R50m) determined after bid receipt. Specific goals 80/20: HDI no franchise (7), women (5), disabled (2), youth (3), locality Gauteng (3). Specific goals 90/10: HDI no franchise (4), women (2), disabled (1), youth (1), locality (2). Locality points only for Gauteng-based suppliers. Supporting documents required for all claimed goals. Consortium/JV submissions must detail contract allocation percentages and ownership per partner with supporting documents.

Scope: Maintenance, servicing and repair services for two Durapower DP2000 10KVA UPS units (serial numbers U311008161 and U311008162) installed at SAMSA Head Office Data Centre, 146 Lunnon Road, Hillcrest, Pretoria, for a period of 3 years. Each UPS supported by 30 batteries (60 total). Scheduled services: four quarterly preventative maintenance visits per annum covering visual inspection, mechanical and electrical soundness checks, functional operation and electrical measurements, sub-circuit/indicator/alarm checks, load consumption testing, fault rectification and defective parts replacement/calibration, battery cell checks (specific gravity adjustment and topping up), filter cleaning, service due date reset, faulty parts replacement, software/firmware patch updates with report, and service reports for IT management. Ad-hoc services: emergency repair and support as required; all reported faults must be attended to and repaired within the next business day. Account Manager with access to competent technical resources must be provided; quarterly and/or ad-hoc meetings with SAMSA team required. SLA to be drafted and discussed after appointment. Ad-hoc work outside scheduled scope must be quoted separately with hourly rate. Project/change requests not covered under maintenance are treated as special requests and quoted separately. Service provider must have experience in Durapower UPS maintenance and repair.

Company Experience: minimum 3 completed or ongoing UPS-related projects documented in project portfolio (Annexure 1.1) with client details, contact persons, project periods, and nature of services rendered. Team Qualification: technician must be a qualified artisan authorised to perform electrical work — Trade Test Certificate (Electrician) required as proof (20 points). Team Experience: technician must have relevant experience in installation, servicing, maintenance and repair of UPS systems, including demonstrable experience on Durapower UPS units or equivalent — 5+ years = 30 points, 2 to <5 years = 15 points, <2 years = 0 points. CV of the technician who will perform the work must be submitted; any changes to the assigned technician require SAMSA approval. References provided must be contactable and willing to provide feedback.

Quarterly maintenance scope includes: visual inspection of equipment; mechanical soundness and electrical connection checks; functional operation verification with electrical measurements and adjustments to correct operational parameters; sub-circuit, indicator and alarm checks; load consumption testing; fault rectification and defective parts replacement/calibration; battery cell checks including specific gravity adjustment and topping up; filter cleaning; service due date reset on UPS after each service; faulty parts replacement; software/firmware patch updates with report; service reports documenting work done and UPS status for IT management. Maintenance covers all components necessary for unit function. Ad-hoc work outside scheduled scope quoted separately with hourly rate.

Pricing table (Annexure B) requires quarterly rates inclusive of VAT for each of 3 years. Line items per year: Cost of Service 1-4 (quarterly services, quantity 1 each), Normal Office Hours Call-out Fee (estimated 24), After-Hours Call-out Fee (estimated 24), Travel Distance per km (estimated 2,500 km), Contingency for Replacement Parts (Year 1: R20,000, Year 2: R22,000, Year 3: R24,200). Sub-totals per year and grand total inclusive of VAT required. All prices inclusive of VAT and valid for 3-year contract duration. Travel claims only for kilometres from supplier's registered business address to SAMSA office. Parts/spares outside maintenance scope require pre-approval at market cost plus maximum 25% markup. Contingency fees usage requires SAMSA pre-approval. Estimated call-out and travel costs outside service intervals; usage must be kept to minimum.

Pricing format: Completed pricing table (Annexure B) with quarterly rates inclusive of VAT for each of the 3 years. Table includes: quarterly service costs (4 services per year), normal office hours call-out fee (estimated 24 per year), after-hours call-out fee (estimated 24 per year), travel distance per km (estimated 2,500 km per year), and contingency for replacement parts (Year 1: R20,000; Year 2: R22,000; Year 3: R24,200). All prices must be inclusive of VAT and remain valid for the 3-year contract duration. Travel claims payable only for kilometres from supplier's registered business address to SAMSA office. Parts/spares outside maintenance scope require pre-approval and charged at market cost plus maximum 25% markup. Contingency fees usage requires pre-approval by SAMSA. Estimated call-out and travel costs are outside service intervals; usage must be kept to a minimum. Delivery costs included in total quotation. No separate bond or guarantee requirement stated.

Mandatory compliance: CSD registration (recent CSD report not older than 3 months), valid tax compliance status (SARS TCS PIN or certificate), valid B-BBEE certificate, CIPC registration (CK1 document), ID copies of all listed owners per CSD report, proof of address not older than 3 months, medical certificate/assessment (if claiming disability points), consortium/joint venture form (if applicable). COIDA: valid letter of Good Standing in terms of Compensation for Occupational Injuries and Diseases Act, 1993 — failure to submit results in automatic disqualification. Local geographical presence: bidder must confirm adequate resources within close proximity to SAMSA Pretoria office (146 Lunnon Road, Hillcrest, Pretoria) in Gauteng Province, and indicate whether service is in-house or outsourced — failure to comply results in automatic disqualification. Technician must hold a Trade Test Certificate (Electrician) and have relevant UPS experience (CV required). Company profile with minimum 3 UPS-related projects (Annexure 1.1). No persons in service of the state may bid. All information submitted must be consistent with declarations; inconsistent information may result in 0 points for applicable goals. SAMSA reserves the right to verify any information and disqualify bidders with unduly submitted supporting documents.

COIDA compliance mandatory: bidder must submit a valid letter of Good Standing in terms of the Compensation for Occupational Injuries and Diseases Act, 1993. Failure to submit valid COIDA proof results in automatic disqualification. No other specific health and safety requirements stated in the document.