Supply, installation and maintenance of a 151.8 Kwp hybrid pv solar system with battery storage for sanas

• The proposed hybrid PV Solar System is tailored to meet the full electrical demand of the building,

providing energy savings during the grid availability and energy security utilising battery storage as

a primary backup power source during grid unavailability / load shedding. Furthermore, the existing

onsite diesel generator will provide the secondary backup power source in the event the battery’s

discharge limits is reached due to extended outage periods. This configuration is intended reduce

electricity consumption from grid and support continuous operation during load shedding or grid

outages, while contributing to SANAS’s long-term sustainability goals.

• The electrical certificate of compliance to be completed by a qualified master electrician.

• The inverter and battery room must consider forced ventilation.

• The inverter and battery room must include a suitable fire suppression system for both the electrical

equipment and lithium iron batteries.

• The proposed hybrid PV system must meet regulatory requirements including permits and

approvals.

• Electrical contractors must be registered with the Department of Labour in compliance with

Regulation6(1) of the Electrical Installation Regulations.

• In order for SANAS to comply with Electricity Regulations Act and Nersa requirements, the service

provider is expected to fulfill the below:

➢ The Small-Scale Embedded Generators (SSEG) application must be submitted to the City

of Tshwane Municipality for permission to install the system.

➢ Upon commissioning of the system, the SSEG system must be registered with the City of

Tshwane Municipality and Signed off by an ECSA registered professional is required.

➢ The system will also require registration with NERSA.

➢ Fireman switch to disconnect the SSEG output power in case of emergency must be

installed. Specification and the position of the firemen switch will be determined by the

municipality’s Fire Department.

• The service provider is expected to provide a Solar PV System overall report in line with the route

maintenance and as and when required.

TECHNICAL SOLUTION

The table below shows the design parameters:

Description Parameters

DC system size 151.8 kWp

Nominal AC power of the PV inverter 150 kW

Total number of PV modules 216 x 600 W

Mounting Structure Kliplok (flush mount)

Number of Inverters 1 x 150 kW Three Phase

Number of Batteries 1

Battery bank size 300 kWh

Autonomy ~4 hours

Annual energy yield 176.76 MWh

Monthly energy yield 14.73 MWh

Specific energy yield (irradiance) 1 515.2 kWh/kWp

Roof minimum live load 30kg/m2

PV module limits approximately 15kg/m2

Roof area Approximately 1500m2 (suitable enough to take

213 panels)

5. PRICING SCHEDULE

Notes to the bidder

• All prices must be inclusive of VAT.

• The table in Annexure A must be included in the bidder’s proposal.

6. DURATION OF THE CONTRACT

The duration of the contract is anticipated to run for a period of three (03) years. The bidder will be

expected to sign a Service Level Agreement (SLA).

7. PROTECTION OF PERSONAL INFORMATION

In responding to this bid, SANAS acknowledges that it may obtain and have access to personal data of

the respondents. SANAS agrees that it shall only process the information disclosed by bidders in their

response to this bid for the purpose of evaluating and subsequent award of business and in accordance

with any applicable law. Furthermore, SANAS will not otherwise modify, amend or alter any personal data

submitted by Respondents or disclose or permit the disclosure of any personal data to any Third Party

without the prior written consent from the Respondents. Similarly, SANAS requires Respondents to

process any personal information disclosed by SANAS in the bidding process in the same manner.

8. INSTRUCTIONS ON SUBMISSION OF BIDS

Service providers must submit their responses in accordance with the response format specified:

a) Tender document shall be submitted as one (1) hard copy (containing 2 envelopes/folders

containing the original technical proposal and financial proposal) and one (1) USB stick containing

all original proposals and the same information (including both the technical and financial

proposal).

b) Bidders are required to use the two-envelope system, whereby the technical proposal and the

pricing will be placed in two separate envelopes, labelled Technical and Financial proposal.

c) Bid documents should be presented to SANAS marked “supply, installation and maintenance of

hybrid PV solar system for a period of 36 months.”

d) Cover Page: (the cover page must clearly indicate the bid reference number, description, and

service provider name).

e) If a courier service company is being used for delivery of the bid response, the bid description must

be stipulated on the delivery note/courier packaging and the courier must ensure that documents

are placed / deposited into the bid box found on Reception area at SOUTH AFRICAN NATIONAL

ACCREDITATION SYSTEM (SANAS), located at Libertas Office Park, corner Libertas and

Highway Streets, Equestria, Pretoria,0184, by 03 March 2026 @ 11:00.SANAS will not be held

responsible for any delays where bid documents are handed to the SANAS Receptionist/

officials.

f) No bid response received by telegram, telex, email, facsimile, or similar medium will be considered.

g) Where a bid response is not in the bid box at the time of the bid closing, such a bid document will

be regarded as a late bid. It is the SANAS’s policy not to consider late bids for tender

evaluation.

9. PREPARATION OF BID RESPONSE

a) The technical proposal must be submitted in the prescribed format. Standard bidding documents

and terms of reference should be filled in ink (not re-typed).

b) All the documentation submitted in response to this bid must be in English.

c) Bidders include supplier number (MAAA number) and unique code from National Treasury as

proof that the supplier is registered on CSD.

d) The bidder is responsible for all the costs that it shall incur related to the preparation and

submission of the bid document.

e) Bidders to ensure that the company name appears on the pricing schedule i.e. (SBD 3.3).

f) All quotations/price proposals shall be valid for the duration of the tender process.

g) The bidder must demonstrate their reputation, knowledge, and expertise in line with the terms of

reference.

h) The bidder must provide the name of an individual who would be responsible for assigning and

supervising services provided to SANAS pursuant to any agreements entered following this tender

process.

i) The Bidder is required to confirm that it will hold its proposal valid for 120 working days from the

closing date of the submission of proposals during which time it will maintain, without change, the

personnel proposed for the services together with their proposed rates.

j) Bids submitted by bidders which are, or comprised of companies must be signed by a person or

persons duly authorised thereto by a resolution of the applicable Board of Directors, a copy of

which Resolution, duly certified, must be submitted with the bid.

k) Bidders should identify any work they are currently carrying out or completing which could cause a

conflict of interest and indicate how such conflict could be avoided.

l) The bidder should check the numbers of the pages of its bid to satisfy itself that none of their

documents are missing or duplicated. No liability will be accepted by SANAS in regard to anything

arising from the fact that pages/documents of a bid are missing or duplicated.

m) All bidders must be registered on the Central Supplier Database (CSD) prior to submitting bids and

include in their bid a copy of their Master Registration Number (Supplier Number) in order for

SANAS to verify the bidder’s tax status on CSD and other Governing compliances.

n) The bidder should provide a Joint Venture agreement signed by all parties in case of a Joint

Venture / Consortium submission (if applicable),

o) In cases where a bidder will be subcontracting, proof of documentation for the subcontractor should

be submitted as well i.e., company registration documents of the subcontracted company.

p) Service providers should disclose subcontractors partaking in this contract and submit evidence of

the relevant expertise. The subcontractors partaking in the actual implementation must be the

same as in the tender proposal.

q) The bidder must provide a valid tax compliance status report with a PIN.

r) The bidder must provide fully completed and duly signed Standard Bidding Documents (SBD)

Forms supplied with these Terms of Reference.

s) All Prices shall include VAT if applicable.

t) The General Conditions of Contract (GCC) must be signed or initialled on each page by the bidder

as included in the bid document.

10. PERFORMANCE MANAGEMENT

Supplier Performance Management is viewed by SANAS as a critical component in ensuring value for

money acquisition and good supplier / or service provider relations between SANAS and all its suppliers.

The successful bidder shall, upon receipt of written notification of an award, be required to conclude a

Service Level Agreement (SLA) with SANAS, which will form an integral part of the supply agreement. The

SLA will serve as a tool to measure, monitor, and assess the supplier ‘s performance and ensure effective

delivery of service, quality and value-add to SANAS’s business.

11. SANAS ’S RIGHTS

a) SANAS is entitled to amend any bid conditions, bid validity period, specifications, or extend the

bid closing date, all before the bid closing date. All bidders, to whom the bid documents have

been issued and where SANAS has record of such bidders, may be advised in writing of such

amendments in good time and any such changes will be posted on the SANAS’s website under

the relevant tender information. All prospective bidders should therefore ensure that they visit

the website regularly and before they submit their bid response to ensure that they are kept

updated on any amendments in this regard.

b) SANAS will not be liable to reimburse any costs incurred by the bidder during the bidding

process.

c) SANAS will establish a Bid Evaluation Committee to review all the responses received.

d) The Bid Evaluation Committee will carry out the evaluation of bidders. The SCM will, if

necessary, contact bidders to seek clarification of any aspect of the bid

e) SANAS reserves the right not to accept the lowest priced bid or any bid in part or in whole.

f) SANAS reserves the right to conduct site visits at bidder’s corporate offices and / or at client

sites if so required.

g) SANAS reserves the right to consider the guidelines and prescribed hourly remuneration rates

for consultants as provided in the National Treasury Instruction /2018: Cost

Containment Measures, where relevant.

h) SANAS reserves the right to request all relevant information, agreements and other documents

to verify information supplied in the bid response. The bidder hereby gives consent to SANAS

to conduct background checks on the bidding entity and any of its directors / trustees /

shareholders / members.

i) SANAS will not award the bid to any prospective bidder who has not registered on the Central

Supplier Database (CSD) as regulated until they are registered on the CSD.

j) SANAS reserves the right not to accept any bids, which does not comply with the specifications,

and conditions set out in the bid documents.

k) Bids submitted will not be revealed to any other bidders.

l) All information pertaining to SANAS obtained by the bidder because of participation in this bid is

confidential and must not be disclosed without written authorization from SANAS.

m) SANAS reserves the right:

• To cancel the award at any time.

• Not to accept any bids.

• To contact any bidder during the evaluation period, to clarify information only, without informing.

any other bidder.

12. UNDERTAKINGS BY THE BIDDER

a) By submitting a bid in response to the bid, the bidder will be taken to offer to render all or any of

the services described in the bid response submitted by it to SANAS on the terms and conditions

and in accordance with the specifications stipulated in this bid document.

b) Bidder acknowledges that the responsibility for a working solution lies solely with them, not with

SANAS, and that any additional costs over and above the tender amount required to arrive at a

working solution (i.e., a non-compliant or incomplete solution was offered) will be for the account

of the bidder.

c) The bidder agrees that the offer contained in its bid shall remain binding upon him/her and

receptive for acceptance by SANAS during the bid validity period indicated in the bid and

calculated from the bid closing hour and date such offer, and its acceptance shall be subject to

the terms and conditions contained in this bid.

d) The bidder furthermore confirms that he/she has satisfied himself/herself as to the correctness

and validity of his/her bid response; that the price(s) and rate(s) quoted cover all the

work/item(s) specified in the bid response documents; and that the price(s) and rate(s) cover all

his/her obligations under a resulting contract for the services contemplated in this bid; and that

he/she accepts that any mistakes regarding price(s) and calculations will be at his/her risk.

e) The successful bidder accepts full responsibility for the proper execution and fulfilment of all

obligations and conditions devolving on him/her under the supply agreement and SLA to be

concluded with SANAS, as the principal(s) liable for the due fulfilment of such contract.

f) The bidder accepts that all costs incurred in the preparation, presentation and demonstration of

the solution offered by it shall be for the account of the bidder. All supporting documentation and

manuals submitted with its bid will become SANAS property.

g) The bidder commits to implement and follow all contract conditions and specifications as agreed

to in the contract. This includes all technical and solution requirements listed in the bid document,

including up-to-date technical specifications.

13. REASONS FOR DISQUALIFICATION

SANAS will disqualify any bidder who does any one or more of the following, and such disqualification may

take place without prior notice to the offending bidder:

a) bidders who submit incomplete information and documentation listed as pre-qualifiers in this

tender document.

b) bidders who submit information that is fraudulent or inaccurate information; &

c) bidders who receive information not available to other potential bidders through fraudulent means.

d) bidders who made false declarations on the Standard Bidding Documents or misrepresent facts.

e) bidders who are listed on the National Treasury’s database of restricted suppliers and defaulters.

f) Bidders who fail to comply with the National Treasury Directives regarding Tax Compliance Matters.

g) Bidders who fail to attend a compulsory briefing session if stipulated in the tender advert and/ or in

this bid document.

14. EVALUATION PROCESS OF BIDS RECEIVED-THE EVALUATION OF THE PROPOSAL WILL BE

DONE IN FOUR (04) STAGES.

Stage 1: Submission of all administrative compliance documentation – The evaluation of the

administrative compliance requirements is indicated below.

a) All proposals received will be examined to determine compliance with the tender requirements and

conditions (completion and attachment of compulsory documents). The bidder should be able to

provide all the relevant information required in the bid document which will include but not be limited

to.

A bidder who does not adhere to those criteria listed as a PRE-QUALIFIER, will be disqualified

immediately.

No. Responsiveness Criteria Prequalifying Compliance

Criteria with required

documents

1. Adherence in submitting the Tender in two folders, one Pre-Qualifier

(1) hard copy (containing 2 envelopes/folders containing

the original technical proposal and financial proposal)

and one (1) USB stick containing all original proposals

and the same information (including both the technical

and financial proposal).

Folder 1 -Technical proposal

Folder 2 - Pricing or Financial Proposal

2. • Registered on Central Suppliers Database (CSD) of Pre-Qualifier

National Treasury. (For registration information, go to

https://secure.csd.gov.za

• Copy of CSD report OR MAAA Number as proof of

CSD Registration.

A. Tenderers who do not adhere to the indicated response time for clarifications requested by

SANAS will be deemed to be non-responsive and their submissions will not be evaluated further.

No. Name of Administrative Required Document Clarification Applicable to

Time this Tender

(Y/N)

1. Fully completed and duly signed SBD forms and 48 working hours

Standard conditions of tender as required, must be

submitted. (except for SBD

• SBD 1 Invitation to Bid 6.1)

• SBD 4 Declaration of Interest.

• SBD 6.1 Preference Points Claim Form

• SBD 7.2 Contract Form (to be completed in

duplicate).

• Completed and signed SBD 3.3 Pricing Schedule

including proposed total cost of the project.

• General Condition of Contracts (all pages initialled).

• Terms of references (all pages initialled)

2. Company Registration Documentation/ copies of bidder’s 48 working hours

CIPC company registration documents listing all

members with shareholding percentages, in case of a

CC.

3. Valid certified ID Copies (not older than six months) 48 working hours

of Company Directors/ Partners / Trustees (whichever is

applicable).

4. Submission of Proof of Registration with National 7 Working days

Treasury Central Supplier Database (CSD) Summary

Report or A Valid and Active Tax Compliance Status Pin

issued by SARS for Tax Compliance Status Verification:

N.B - Bidder must be fully registered & tax compliant to

do business with the SANAS.

5. Joint Venture Agreement (If Applicable) 48 working hours

Stage 2: Mandatory evaluation

Bidders must submit the following mandatory documents:

No. Name of Compulsory Documents Compliance with Compulsory

Documents

Yes No

1. CIDB GRADE 4ME or higher

Provide three signed contactable reference letters within

2. the past 03 years stating Installation of PV Solar system

completed. Expand to include,name,contact details and

email.

The letter must be written on company letterhead.

SANAS reserves the right to contact the references to

confirm the information.

Failure to submit the above document will lead to immediate disqualification.

Stage 3: Functionality Evaluation

The evaluation of the functional requirements are as follows:

❖ Bidders shall attain a minimum of 85 points out of 100 points or more to proceed to the

next stage which is Price evaluation.

❖ Only Bidders that have complied to the mandatory requirements on (Stage 2) will be

evaluated on functionality.

❖ The Bidder’s information will be scored according to the functionality criteria.

Elements to Max

Evaluation criteria Scoring criteria

be evaluated points

No company profile submitted = 0

points

Provide company profile with a minimum of Company

three (5) years’ experience in installation of 15

profile

PV solar panels Company profile submitted with

three (05) or more years of

experience = 15 points

No System configuration

submitted or a System

Provide a system configuration drawing configuration submitted not fully

with description and a detailed plan that completed without configuration

cover the following: drawing with description and a

System detailed plan = 0 points

configuration

• PV Solar System (primary source)

System configuration fully

• Onsite diesel generator

completed including configuration

• Municipal supply drawing with description and a

detailed plan = 30 points

Provide a detailed routine maintenance No detailed routine maintenance

plan covering the following: plan or a detailed routine

maintenance plan not covering all

• PV modules (solar panels)

seven (07) requirements

• Inverters

Detailed requirements= 0 points • Mounting structures

routine • DC and AC cabling 25

maintenance • Combiner boxes and distribution

plan boards Detailed routine maintenance

• Control/Monitoring systems plan covering all seven (07)

• Battery storage systems (where requirements = 25 points

applicable)

Provide Qualifications and CVs of team No CV and qualifications

members with at least 5 years’ experience submitted = 0 points Bidder’s

in installation PV solar system. Technical

Team Submission of all CVs reflecting 30

Competency experience and relevant valid

Additional resources (for compliance): & Experience certificates of the resources as

stipulated under evaluation

• One Master electrician (CoC)- criteria. = 30 points

provide CV, a valid Master

electrician certificate and an

approval from the Department of

Labour

• ECSA registered engineer (for

SSEG sign off) - provide CV and

a valid ECSA certificate

MINIMUM THRESHOLD 85

TOTAL

Stage 4: Evaluation of Price and Specific Goals

Only bidders who meet the functionality requirements, Stage 03 will be considered for the price and Specific

goals evaluation. Bids will be evaluated in accordance with the prescripts of the Preferential Procurement

Policy Framework Act (PPPFA) and its regulations which stipulate 80/20 Preference point system [(for

acquisition of goods or services for a Rand value equal to and below R50 million) (all applicable taxes

included).

To score points for specific goals bidders must submit a valid BBBEE certificate or affidavit. A trust,

consortium, or joint venture (including unincorporated consortia and joint ventures) must submit a

consolidated B-BBEE Status Level Verification Certificate.

Bidders must also submit valid B-BBEE certificates or sworn affidavits in line with their business type and

annual turnover, supported by the latest audited or independently reviewed financial statements.

Failure to submit the required documentation will result in the bidder not scoring points for

specific goals.

Bidders need to score inline

Step 1: Calculation of points for price

i) The PPPFA prescribes that the lowest acceptable bid will score 80 or 90 points for price.

ii) Bidders that quoted higher prices will score lower points for price on a pro-rata basis.

iii) The formulae to be utilised in calculating points scored for price are as follows:

80/20 Preference point system [(for acquisition of services, works or goods up to a Rand value

of R50 million) (all applicable taxes included)]

(Pt-Pmin)

PS = 80 [1 - ]

Pmin

Where:

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender.

90/10 Preference point system [(for acquisition of services, works or goods with a

Rand value above R50 million) (all applicable taxes included)]

(Pt -Pmin) ]

PS = 90 [1 -

Pmin

Where:

Ps = Points scored for price tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender.

iv) Points scored must be rounded off to the nearest 2 decimal places.

Step 2: Calculation of preferential procurement

i) Where the 80/20 preference point system for the acquisition of goods and services with a Rand

value equal to and below R50 million is applied, the following is applicable:

1. A maximum of 20 points may be awarded to a tenderer for the specific goal specified for the

tender.

2. The points scored for the specific goal must be added to the points scored for price and total

must be rounded off to the nearest two decimal places.

3. Subject to section 2(1)(f) of the PPPFA, the contract must be awarded to the tender scoring

the highest points.

ii) Where the 90/10 preference point system for the acquisition of goods and services with a Rand

value above R50 million is applied, the following is applicable:

1. A maximum of 10 points may be awarded to a tenderer for the specific goal specified for the

tender.

2. The points scored for the specific goal must be added to the points scored for price and total

must be rounded off to the nearest two decimal places.

3. Subject to section 2(1)(f) of the PPPFA, the contract must be awarded to the tender scoring

the highest points.

18.3 80/20 preference points system for tendered for income-generating contracts with a Rand

value equal to or below R50 million

1. The following formula must be used to calculate the points for price in respect of an

invitation for tender for income-generating contracts, with a Rand value equal to or

below R50 million, inclusive of all applicable taxes:

(Pt-Pmax)

PS = 80 [1 + ]

Pmax

Where:

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration; and

Pmax = Price of highest acceptable tender

2. A maximum of 20 points may be awarded to a tenderer for the specific goal specified

for the tender.

3. The points scored for the specific goal must be added to the points scored for price

and the total must be rounded off to the nearest two decimal places.

4. Subject to section 2(1)(f) of the PPPFA, the contract must be awarded to the

tenderer scoring the highest points.

18.4 90/10 preference point system for tenders for income-generating contracts with a Rand value

above R50 million

1. The following formula must be used to calculate the points for price in respect of a

tender for income-generating contracts, with a Rand value above R50 million

inclusive of all applicable taxes:

(Pt-Pmax)

PS = 90 [1 + ]

Pmax

Where:

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration; and

Pmax = Price of highest acceptable tender

2. A maximum of 10 points may be awarded to a tenderer for the specific goal specified

for the tender.

3. The points scored for the specific goal must be added to the points scored for price

and the total must be rounded off to the nearest two decimal places.

4. Subject to section 2(1)(f) of the PPPFA, the contract must be awarded to the

tenderer scoring the highest points.

18.5 Specific Goals

1. SANAS has identified specific goals that need to be achieved for all procurements.

Specific goals are in support of the following:

• Previously disadvantaged groups by allocating points for black owned

businesses. Black owned businesses are defined as per the Broad-Based

Black Economic Empowerment Act as Amended by Act No which states that “Black People” is a generic term which means

Africans, Coloureds and Indians who are citizens of the Republic of South

Africa by birth or descent; or who became citizens of the Republic of South

Africa by naturalisation before 27 April 1994 or on or after 27 April 1994; and

who would have been entitled to acquire citizenship by naturalization prior to

that date.

• Black women as per the Amended Code Series 100 of the Amended Codes

of Good Practice issued under section 9 (1) of B-BBEE Act No

as Amended by Act No .

• Black people who are youth as defined in the National Youth Commission

Act of 1996.

• Black people who are persons with disabilities as defined in the Code of

Good Practice on employment of people with disabilities issued under the

Employment Equity Act.

• Exempt micro enterprises (EMEs) and thus promoting small businesses.

• Qualifying small enterprises (QSEs)

All responsive bid offers shall be evaluated in terms of Price and SANAS specific goals. The 80/20

Preference Point System shall be applicable in accordance with the Preferential Procurement Framework

Act (No.5) of 2000.

Points will be allocated in terms of the SANAS specific goals as indicated in the table below. Bidders

must submit valid B-BBEE Certificates or sworn affidavit to claim points on specific goals.

PRICE 80

SANAS SPECIFIC GOALS 20

Note: To claim points bidders must submit a valid BBBEE certificate or sworn affidavit signed by the

commissioner of Oath together with a fully completed and signed SBD 6.1. Bidders are required to

indicate the preference point claimed in the SBD 6.1.

Bidders are encouraged to submit the relevant Exempt Micro Enterprise (EME) or Qualifying Small

Enterprise (QSE) latest sworn affidavit to be evaluated on the full points as per the SANAS specific goals.

Specific Goal 20 10

100% Black Owned 6 4

51% - 99% Black Owned 4 2

100% Black Women Owned 6 3

51% - 99% Black Women Owned 4 2

5% Youth Owned 2 1

2% Owned by Persons with Disabilities 1 1

Exempt Micro Enterprise (EME) 5 0

Qualifying Small Enterprise (QSE) 3 1

15. SUBCONTRACTING

a) A bidder awarded a contract may only enter into a subcontracting arrangement with the approval

of SANAS.

16. JOINT VENTURES, CONSORTIUMS AND TRUSTS

a) Bidders must submit concrete proof of the existence of joint ventures and/or consortium

arrangements. SANAS will accept signed agreements as acceptable proof of the existence of a

joint venture and/or consortium arrangement.

b) The joint venture and/or consortium agreements must clearly set out the roles and responsibilities

of the Lead Partner and the joint venture and/or consortium party. The agreement must also clearly

identify the Lead Partner, with the power of attorney/resolution letter to bind the other party/parties

in respect of matters pertaining to the joint venture and/or consortium arrangement.

17. LEGAL IMPLICATIONS

(a) It is a requirement that the successful bidder enter into a service level agreement (SLA) with

SANAS.

(b) This RFP, all the appended documentation and the proposal in response thereto read together,

form the basis for a formal contract to be negotiated and finalized between SANAS and/or its clients

and the enterprise(s) to whom SANAS awards the bid in whole or in part.

(c) Any offer and/or acceptance entered verbally between SANAS and any vendor, such offer. Shall

not constitute a contract and thus not binding on the parties.

18. COMMUNICATION

(a) Communication between SANAS and bidders is permitted prior to the closing date of the tender,

such communication including queries and responses will be uploaded on the SANAS website in

the procurement section, if required.

19. LATE BIDS

(a) Bids received at the address indicated in the bid documents after the closing date and time will not

be accepted.

20. PAYMENT TERMS

a) SANAS undertakes to pay valid invoices in full within 30 (thirty) days from receipt of invoices for

work done to its satisfaction. No payment will be made where there is outstanding information not

submitted by the supplier. No upfront payment to a successful service provider will be made.

Payment will only be made in accordance with the delivery of a service that will be agreed upon by

both parties and upon receipt of an original invoice.

21. TAX CLEARANCE CERTIFICATE REQUIREMENTS

a) It is an absolute requirement that the taxes of the successful bidder MUST be in order, or that

suitable arrangements must have been made with SARS. Bids received with a non-compliant

status will be disqualified when they fail to update the Tax Status within 7 days. Bidders are

required to supply a valid Tax Compliance Status (TCS) PIN for verification purposes.

22. QUALITY ASSURANCE REVIEWS OF WORK

a) The successful bidder shall ensure that all work conforms to a signed Service Level Agreement.

23. AUTHORISED DELEGATE(S)

a) Nothing as stipulated in these terms of reference may be amended without the written confirmation

of SANAS.

24. RESPONSE FORMAT (RETURNABLE SCHEDULES)

Bidders shall submit their responses in accordance with the response format specified:

a) The proposal shall be submitted in the prescribed format. Standard bidding documents attached

with terms of reference should be filled in ink (not re-typed).

b) Tender document shall be submitted as one (1) hard copy (containing 2 envelopes / folders

containing the original technical proposal and financial proposal) and one (1) USB stick containing

all original proposals (including both the technical and financial proposal).

c) Bidders are required to use the two-envelope system, whereby the technical proposal and the

financial proposal (financial proposal includes the contract price) be placed in two separate

envelopes.

d) Cover Page: (the cover page shall clearly indicate the bid reference number, description and the

bidder’s name)

e) BID DOCUMENTS CHECKLIST AND DECLARATION: The contents of the bid/tender document

shall be as follows, and numbered as per the numbering below, with each schedule punched,

placed in a file and separated from the next schedule with a file divider. The original proposal and

a USB containing an electronic copy SHALL contain the same tender documents including pricing.

f) Bidders must fill in the closing register when submitting the bid and if the bid is couriered, the

courier company should write the name of the bidding entity on the register.

Bidders hereby indemnify that the submission in the hard copy, USB includes all the documents listed

below, please complete the checklist below to verify your submission of the relevant documents:

TECHNICAL PROPOSAL – ENVELOPE 1

Original proposal and electronic copy on a USB.

SCHEDULES DESCRIPTION

Schedule 1 Bidding Documents as follows: Submitted Not Submitted

Indicate with an X Indicate with an X

❖ Executive Summary

❖ General Condition of Contracts (all pages

initialed).

❖ Copies of Company registration documents.

❖ Valid certified ID Copies (not older than six

months) of Company Directors/ Partners /

Trustees (whichever is applicable).

❖ Registered on Central Suppliers database (CSD) of

National Treasury. (For registration information, go

to https://secure.csd.gov.za

❖ Copy of CSD report OR MAAA Number as proof of

CSD Registration.

❖ Tax compliant status report (with (PIN)

❖ BBBEE certificate or Sworn Affidavit

❖ Copy of Joint Venture/ Consortium/ Subcontracting

Agreement duly signed by all parties (if applicable).

❖ Financial Statements for the latest financial year

signed by an independent registered Accountant.

If a bidder is a Consortium, Joint Venture or Prime Contractor with Subcontractor(s), the

documents listed above must be submitted for each Consortium/ JV member or Prime Contractor

and Subcontractor.

Schedule 2 Submitted Not Submitted

Fully completed and duly signed SBD forms Indicate with an X Indicate with an X

❖ SBD 1 Invitation to Bid

❖ SBD 4 Declaration of Interest

❖ SBD 7.2 Contract Form (to be completed in

duplicate).

❖ SBD 6.1 Preference Points Claim Form

Schedule 3 Submitted Not Submitted

Technical Proposal/methodology (including all relevant Indicate with an X Indicate with an X

information per evaluation matrix and scope of

services, including but not limited to:

❖ Bidders Company Profile.

❖ Technical responses, supporting documents for

technical evaluation.

❖ The bidder must specify the delivery timeframe on

the bid document.

❖ Terms of references (all pages initialed)

(FINANCIAL PROPOSAL) – ENVELOPE 2

Original proposal and a disk containing an electronic copy on a USB.

Schedule 4 Submitted Not Submitted

Financial proposal Indicate with an X Indicate with an X

❖ SBD 3.3 Pricing Schedule including

proposed total cost of the project.

❖ Pricing Schedule

25. DISCLAIMER

SANAS reserves the right not to appoint a service provider. SANAS reserves the right to:

• Award the contract or any part thereof to one or more service providers.

• Reject all bids.

• Decline to consider any bids that do not conform to any aspect of the bidding process.

• Request further information from any service provider after the closing date, for clarity purposes.

• Cancel this bid or any part thereof at any time.

No specific requirements found