High-purity compressed gas and specialty gas equipment and services – samrc (RFP 00100223224)

Compulsory virtual briefing: 01 September 2026 at 14:00 (SAST) via Microsoft Teams. Enquiries cut-off: 04 September 2026 at 16:00 (SAST). Closing date: 08 September 2026 at 11:00 (SAST).

A compulsory virtual briefing session will be held at 14:00 (SAST) on 01 September 2026 via Microsoft Teams. Join link: https://teams.microsoft.com/meet/350456191118070?p=ezvTidMkaWJodJxVua, Meeting ID: 350 456 191 118 070, Passcode: Wj6Yi96h.

Contact Supply Chain Management via email [email protected] for additional information. All technical and other related enquiries will be accepted until 16:00 (SAST) on 04 September 2026. Include the RFP number in the subject line. No telephonic enquiries will be responded to.

Submit by 11:00 (SAST) on 08 September 2026. Provide a detailed quotation in PDF format, complete the attached Excel spreadsheet Annexure A, and provide a regional quotation if prices differ from national. Returnable documents include: valid tax clearance or PIN, CSD registration, company registration documents, BBBEE status, certified copy of B-BBEE certificate issued by a SANAS accredited agency, completed SBD documents, Certificate of Authority for Joint Ventures (where applicable), and certified copy of Public-Environmental Liability Insurance. No telephonic enquiries will be responded to; include the RFP number in the subject line of all email correspondence.

Evaluation is based on functionality (100 points) and price (80 points) plus specific goals (20 points). Functionality criteria: 1. Company Overview (35%) – company profile, head office, regional offices, organogram, national and regional footprint (especially Gauteng, Western Cape, KwaZulu-Natal), COIDA good standing, operational status (years in business, service delivery process, turnaround time), and additional ad-hoc services for medical/clinical research environment. 2. Accreditation/licenses and certification (35%) – gas association registration and certification as mandated by DoEL, certification with quality management systems (e.g., ISO), SAHPRA registration for medical oxygen, and safety file documents (HSE policy, hazard identification risk assessment, emergency and incident management plan, dangerous goods training register, fire protection officers register, gas safety training register). 3. Contactable References (15%) – detailed reference letters with full contact details of 3 or more references, including company name, contact person, nature of service, service period, and summary of technical/quality abilities. 4. Draft Service Level Agreement (15%) – detailed SLA outlining service delivery commitments, performance standards, response and resolution times, escalation procedures, reporting mechanisms, and performance measurement criteria. Rating guidelines: Unacceptable=0, Poor=7, Average=14, Satisfactory=21, Good=28, Excellent=35 for criteria 1 and 2; for references and SLA: Unacceptable=0, Poor=5, Satisfactory=10, Excellent=15. Evaluators reserve the right to allocate closest score where guidelines do not provide.

Supply and deliver packaged high-purity gas (filled gas cylinders and cylinder rentals) and specialty gas services to SAMRC research sites in Cape Town, Gauteng, and KwaZulu-Natal. Services include: provide high-purity gas in compressed cylinders as per pricing section; provide related specialty gas services on request (excluded from pricing section); install gas cylinders and gas tubing, including fitting of regulators and safety devices; perform gas site inspections; provide gas safety induction; provide safety data sheets and technical information in line with SANS 10234; provide gas safety instructions with risks and mitigation controls for handling, transporting, disposal, and emergency response; be registered and certified to transport and supply gas, empty and obsolete cylinders, and inspect cylinders as legislated; provide a safety file prior to contract commencement and update regularly; avail dangerous goods transport documents, emergency response documents, and contacts when entering SAMRC sites. Delivery points include: Western Cape – SAMRC Parow (Medicina) Campus (BRIP), SAMRC Tygerberg (NIVS/RIND) Campus (NCDRU, Genomics), SAMRC Delft Campus (PUDAC); Gauteng – SAMRC Pretoria Campus (BRIP CATIR Labs); KwaZulu-Natal – SAMRC Ridge Road Campus (HIDRU) and satellite sites (Chatsworth, Tongaat, Bothas Hill, Phoenix, Verulam, Isipingo).

Bidders must provide a company profile and core business details, including head office, regional offices, depots, plants, company organogram, and national and regional footprint (particularly for Gauteng, Western Cape, and KwaZulu-Natal). Provide letter of good standing with the Compensation Commissioner (COIDA). Provide operational status: number of years in business, service delivery process and turnaround time. List additional ad-hoc services for the medical and clinical research environment (e.g., gas regulation, pipeline/tubing, handling equipment, installations/commissioning/re-commissioning of gas hubs, functionality onsite inspections and inductions). Provide contactable references: detailed reference letters with full contact details of 3 or more references, including company name, contact person (tel and email), nature of service provided, service period (commencement date and duration), and where possible a summary of technical, quality, and professional business abilities. References must be on the customer's letterhead or in a spreadsheet.

Quality management requirements include certification with quality management systems (e.g., ISO or similar) for gas manufacturers and distributors. The Service Provider must provide safety data sheets and technical information in line with SANS 10234. The Service Provider shall comply with all relevant provisions of the Occupational Health and Safety Act and regulations. The Service Provider must provide and maintain a safety file for periodic reviews by SAMRC for the duration of the agreement.

Pricing Schedule attached as Annexure A. Provide a detailed quotation in PDF format, complete the attached Excel spreadsheet Annexure A, and provide regional quotation if prices differ from national. Table 4 summarizes the pricing schedule with bills: A. Delivery Fees (delivery charges for all SAMRC locations including CryoEase deliveries), B. Filled Gas Cylinders (supply of industrial, medical, specialty gases and CryoEase products), C. Rental Fees/Items (monthly rental of cylinders, mini tanks and related gas equipment), D. Surge Charges (emergency or special delivery charges), E. Specialized Gas Mixtures (supply of specialized gas mixtures and custom gas blends), F. Other required services priced on request, G. Health and Safety Files. Sub-total (Bills A to G), add VAT 15%, total.

Pricing Schedule attached as Annexure A. Provide a detailed quotation in PDF format, complete the attached Excel spreadsheet Annexure A, and provide regional quotation if prices differ from national. Table 4 summarizes the pricing schedule with bills: A. Delivery Fees, B. Filled Gas Cylinders, C. Rental Fees/Items, D. Surge Charges, E. Specialized Gas Mixtures, F. Other required services priced on request, G. Health and Safety Files. Sub-total (Bills A to G), add VAT 15%, total.

Valid tax clearance or PIN. CSD registration. Company registration documents. BBBEE status – certified copy of B-BBEE certificate issued by a SANAS accredited agency. Completed SBD documents. Certificate of Authority for Joint Ventures (where applicable). Certified copy of Public-Environmental Liability Insurance. Letter of good standing with the Compensation Commissioner (COIDA). Certification and licenses: registered with gas associations as mandated by DoEL (e.g., SACGA), and where applicable SAQCC, LPGSA, SAGA, SAHPRA license for medical oxygen (including GMP and GDP), SANAS accreditation, ISO certification for gas manufacturers and distributors. Compliance with National Road Traffic Act for transport of Dangerous Goods. Maintain compliance with OHSA, Hazardous Substances Act, National Gas Act, NERSA, NEMA, BCEA, LRA, UIF Act, and relevant SANS standards.

The Service Provider shall comply with all relevant provisions of the Occupational Health and Safety Act (OHSA) and regulations. The Service Provider acknowledges its duties as an employer under OHSA, COIDA, NEMA, BCEA, LRA, NRTA, and Gas Act. The Service Provider shall ensure the health and safety of any person on SAMRC premises is not endangered. The Service Provider shall provide with commencement of services, and maintain, a safety file for periodic reviews by SAMRC. The safety file must include: Health Safety and Environmental (HSE) Policy and operational plan; Hazard Identification Risk Assessment for work conducted at MRC sites (covering transport, delivery, collection, handling, and installation of equipment); Emergency and incident management procedure/plan and continuity plan; Dangerous Goods Training Register/Permits and Certification; Fire Protection Officers Register/Certificates; Gas Safety training register. The Service Provider must provide risk assessment and emergency management plan for services provided to and conducted at SAMRC. The Service Provider must comply with the National Road Traffic Act related to transport of Dangerous Goods. When entering SAMRC sites, must avail dangerous goods transport documents, emergency response documents, and contacts for inspections.

The Service Provider shall comply with the National Environmental Management Act (NEMA) and related environmental laws, standards, and codes. The Service Provider acknowledges its duties as an employer under NEMA. The Service Provider shall ensure that the health and safety of any person on SAMRC premises is not endangered by its conduct or activities.

The successful Service Provider shall warrant that it is and will remain in possession of all necessary documents, certificates, and memberships to industry boards and regulatory authorities to conduct business with government. This includes remaining registered on the Central Supplier Database, tax compliant with SARS, complying with the Unemployment Insurance Act and Contributions Act, maintaining good standing under COIDA, maintaining sufficient liability insurance, and complying with the Occupational Health and Safety Act, Hazardous Substances Act, National Gas Act, NERSA regulations, National Road Traffic Act and Dangerous Goods legislation, National Environmental Management Act, Basic Conditions of Employment Act, Labour Relations Act, and any relevant SANS standards. The Service Provider shall maintain good standing under COIDA, ensure employees rendering service to SAMRC remain covered, have processes and insurances for earnings in excess of submitted earnings, and ensure subcontractors comply with COIDA.

Certification and License Requirements: Eligible service providers must be registered and certified with relevant authorities and gas associations under the Department of Employment and Labour (DoEL) and Department of Trade, Industry and Competition (DTIC). This includes certified registration with the Southern Africa Compressed Gases Association (SACGA), and where applicable affiliations with SAQCC, LPGSA, SAGA, SAHPRA license for medical oxygen (including GMP and GDP), SANAS accreditation, ISO certification for gas manufacturers and distributors. Provide and maintain a safety file related to services provided to SAMRC. Provide risk assessment and emergency management plan for services provided to and conducted at SAMRC. Comply with the National Road Traffic Act related to transport of Dangerous Goods.

Evaluation criteria as per Table 2: 1. Company Overview (35%) – company profile, head office, regional offices, organogram, national and regional footprint, COIDA good standing, operational status, additional ad-hoc services. 2. Accreditation/licenses and certification (35%) – gas association registration, quality management systems, SAHPRA, safety file documents (HSE policy, risk assessment, emergency plan, training registers). 3. Contactable References (15%) – 3 or more references with full details. 4. Draft Service Level Agreement (15%) – detailed SLA with service commitments, performance standards, response times, escalation, reporting. Price is weighted 80 points and specific goals 20 points. Rating guidelines: Unacceptable=0, Poor=7, Average=14, Satisfactory=21, Good=28, Excellent=35 for criteria 1 and 2; for references and SLA: Unacceptable=0, Poor=5, Satisfactory=10, Excellent=15. Evaluators reserve the right to allocate closest score.