RFQ for scuba gear maintenance and supply contractor – 5-Year national research foundation contract

SCM enquiries: Supply Chain Management, email: [email protected]. Technical enquiries: Riaan Weitz, email: [email protected]. Electronic submission address: [email protected].

Submit bids electronically via email to [email protected]. Only PDF documents are acceptable. Bids must be delivered by the closing date and time (28 May 2026 at 11:00 AM). Late bids will not be accepted. Use official forms provided (SBD 1, SBD 4, SBD 6.1) and ensure all pages are bound to avoid loss. Submit 1 original set of bid documents in electronic format. Failure to comply with submission requirements may render the bid invalid. Mandatory documents to include: signed Procurement Invitation (SBD 1) with SBD 4 and 6.1, signed Bid Submission Certificate, proof of authority (e.g., company resolution), and proof of CSD registration.

Evaluation follows a multi-stage process: (1) Compliance check for submission requirements (mandatory documents, terms, and specifications). (2) Technical evaluation against specifications (minimum threshold required to advance). (2A) Written response evaluation per Section D criteria. (2B) Due diligence interviews or proof of delivery/concept for shortlisted bidders. (2C) Reference verification. (3) Price/Preference evaluation: Lowest priced bid receives max points (80 or 90), others ranked proportionally. Preference points (20 max) added per SBD 6.1 for B-BBEE status. (4) Tax compliance check: Non-compliant bidders get 7 working days to submit SARS proof. (5) Award to highest combined score bidder. Disqualification risks: Missing mandatory documents, tax non-compliance, fraud/corruption, fronting, collusion, or false declarations. Foreign bidders: Must complete SBD 1 tax questionnaire; may require SARS Confirmation of Tax Obligations letter.

Scope: 5-year contract for scuba gear maintenance and supply. Services include: biennial servicing of Poseidon Cyklon 5000 Demand Valves (30 units), Oceanic Pro Buoyancy Compensator Devices (15 units), dive regulators (1st Stage), LP & HP hoses, consoles & instruments (15 units), Suunto Dive Computers (10 units); facilitation of biennial dive cylinder visual and hydrostatic tests in Gqeberha (30 units) per SANS 10019 Pressure Equipment Regulations; unscheduled servicing, maintenance, and replacement of dysfunctional parts; installation of parts; provision of spare parts. Supply of scuba-related gear (e.g., masks, snorkels, fins, wetsuits, weights, dive computers, cylinders, torches, slates, logbooks, bags, reels, buoys). Delivery: All items must be deliverable to SAEON Elwandle Coastal Node, 4 Gomery Ave, Ocean Science Campus, Summerstrand, Gqeberha, 6001. Stock requirement: Items must be in stock or provisioned within 4 weeks of Purchase Order. Contract structure: Initial once-off purchases (Table 2) and ad-hoc purchases (Table 3). Performance penalty: Delivery delays >4 weeks after Purchase Order result in a 2% penalty of invoice value. Mandatory: Bidder must be an accredited Poseidon & AquaLung Service Agent or provide service reports from an accredited agent. Dive cylinder tests must comply with SANS 10019.

Pricing must be in South African Rands (ZAR), fully inclusive of VAT, income tax, UIF, and SDL. Pricing schedule (SBD 3.2) divided into: (A) Initial once-off purchases (Table 2), (B) Provisional ad-hoc goods/services (Table 3). Contract ceiling price includes firm and estimated quantities. Price adjustments are shared equally between NRF and bidder per GCC Clause 17.1. Firm quantities have fixed pricing; estimated quantities are for evaluation only. Written purchase orders will specify quantity, description, delivery date, and unit price. Payment is for verified deliveries/performances only. Price escalation estimates for Years 2-5 must be provided in Table 5. Contract validity: 90 days from closure. No changes, extensions, or ad-hoc costs accepted beyond contract terms. Delivery point: SAEON Elwandle Node, 4 Gomery Ave, Ocean Science Campus, Summerstrand, Gqeberha, 6001.

Mandatory documents: Fully completed and signed Procurement Invitation (SBD 1) including SBD 4 and 6.1, signed Bid Submission Certificate, proof of authority (e.g., company resolution), proof of CSD registration. Optional but required for preference points: Valid B-BBEE certificate or sworn affidavit (for EMEs & QSEs). Tax compliance: Bidders must submit SARS TCS PIN or certificate (or CSD number if TCS unavailable). Consortia/joint ventures must provide separate TCS/PIN/CSD for each party. No bids accepted from state employees or entities with state-employed directors/members. Foreign bidders: Must complete tax questionnaire in SBD 1; may require SARS Confirmation of Tax Obligations letter. Occupational Health and Safety: Valid COID Letter of Good Standing, registration with Compensation Commissioner, Section 37.2 agreement, health and safety plan, and signed indemnity forms for all personnel. Fronting, collusion, fraud, or corruption will result in disqualification and potential 10-year public sector restriction. Bidders must not be listed in the Register for Tender Defaulters or List of Restricted Suppliers.