RFQ: calibration of diesel flow meters & supply/installation of fuel tank gauge – aemfc vlakfontein mine

• Closing date: 13 August 2026 at 12:00 PM.
• Briefing session: Not applicable (N/A).
• Clarification enquiries: Submit to [email protected] before closing date.
• RFQ validity: 60 business days from closing date.

• Submission email: [email protected]
• Clarification email: [email protected]
• Contact person: Bulelwa Mabena
• Telephone: 010 010 6100
• Email: [email protected]
• Fraud hotline: 0800 333 118, [email protected]

• Submit electronically to [email protected] before closing date and time.
• Late bids or submissions to other email addresses will be disqualified.
• Submit at least a day before closing to avoid internet/bandwidth issues.
• Use official forms; do not retype.
• Sign and date each page of the RFQ.
• Include all mandatory returnable documents: SBD1, Pricing Schedule.
• Include scoring returnables: company experience, supervisor CV, methodology, resources, HSE approach.
• Include essential returnables: CSD report, tax clearance, SBD4, SBD6.1.
• Bids must be valid for 60 business days from closing date.
• No changes to bid after closing date.
• Queries to [email protected] before closing.

April 2024-Ver3

Request For Quotation No 6000008291 of 29

Returnable document

• Stage 1: Administrative responsiveness – on-time submission, all returnables completed, valid documents.
• Stage 2: Substantive responsiveness – fully completed price schedule, material compliance with scope.
• Stage 3: Weighted scoring – Price 80 points, Specific Goals 20 points.
• Price formula: PS = 80(1 - (Pt - Pmin)/Pmin).
• Specific Goals: 20 points for promotion of business in Gauteng (10) and South Africa (10).
• Technical evaluation criteria (total 100 points, minimum threshold 85):

1. Company experience in calibration and fuel management (20)
2. Supervisor/Project Leader experience and qualifications (20)
3. Methodology and approach (20)
4. Company resources and equipment (20)
5. Health, safety, and environmental compliance (20)

• Failure to submit required evidence for scoring criteria results in zero points for that criterion.
• Post-bid negotiations may be held if necessary.

• Calibrate diesel main tank flow meter: inspect, test accuracy, compare with certified equipment, adjust, verify, provide calibration certificate.
• Calibrate 1000-litre diesel trailer flow meter: inspect, test, adjust, verify, issue certificate.
• Supply and install fuel tank gauge for 1000-litre trailer: supply compatible gauge, fittings, install securely, test, commission, provide operational guidance.
• General: provide qualified personnel, certified tools, comply with site rules, maintain clean environment, minimal disruption.
• Deliverables: calibrated meters, installed gauge, calibration certificates, testing records.
• Quality: comply with industry standards, use certified equipment, accurate documentation, correct non-conformances.

Bidder must provide a clear, practical, and site-appropriate methodology covering all elements of the Scope of Work, including calibration, installation, testing, and commissioning. This criterion is scored (20 points). Failure to provide required information results in zero points.

Company experience: More than 4 years in calibration of diesel flow meters, fuel management systems, fuel tank gauges (20 points); 3-4 years (10); 1-2 years (5); less than 1 year (0). Provide signed reference letters on client letterhead. Supervisor/Project Leader: More than 4 years experience with technical qualifications (20); 3-4 years (10); 1-2 years (5); less than 1 year and no qualifications (0). Provide CV, proof of qualifications, competency certificates.

Calibration must be performed using certified equipment. Provide official calibration certificates/reports for both flow meters. Testing and commissioning records required. All work must comply with industry standards and regulatory requirements. Documentation must be accurate, complete, and auditable. Non-conformances must be corrected before final handover.

Complete the pricing schedule with items: mobilisation, calibration of main tank flow meter, calibration of 1000L trailer flow meter, supply of fuel tank gauge, installation, testing and commissioning, training, demobilisation, and provisional sum. Prices must be in ZAR inclusive of VAT. Provide total price exclusive and inclusive of VAT. Indicate delivery lead-time. Use the exact format; deviations may be non-responsive.

• Pricing schedule must be completed in full, in South African Rand inclusive of VAT.
• Use the provided pricing schedule format; deviations may render bid non-responsive.
• Prices must be market-related; AEMFC may negotiate or cancel if not.
• No disbursements not specifically priced will be accepted.
• Bid must be valid for 60 business days.
• 80/20 preference point system applies (price 80, specific goals 20).
• Quotation form must be signed and submitted.

• Register on Central Supplier Database (CSD) before submission; proof required.
• Tax compliance: submit SARS PIN or TCS; each consortium/JV member must submit separately.
• B-BBEE: submit valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.
• Complete SBD1, SBD4 (Declaration of Interest), SBD6.1 (Preference Claim Form).
• Foreign suppliers must answer questionnaire; may need local entity registration.
• Must comply with all applicable laws and regulations.
• Failure to provide mandatory documents leads to disqualification.

B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must be submitted to claim preference points. Specific goals: 20 points for promotion of business in Gauteng (10) and South Africa (10). Evidence required: valid B-BBEE certificate/sworn affidavit, CSD report, proof of address (municipal account/affidavit). Failure to submit results in zero points for specific goals.

Bidder must demonstrate a clear approach to managing safety risks and environmental impacts. Provide a comprehensive Health, Safety and Environmental Management approach for execution of the work. This criterion is scored (20 points). Failure to provide required information results in zero points.

Bidder must demonstrate a clear approach to managing environmental impacts while addressing all elements of the Scope of Work. This is part of the HSE evaluation criterion (20 points).

The bid is subject to PPPFA, Preferential Procurement Regulations 2017, GCC, and other applicable legislation. Quotation constitutes a binding offer. AEMFC may cancel or negotiate if price not market-related. Validity period 60 business days. Confidentiality required. AEMFC may request audited financials. Legal review of terms may cause disqualification if material deviation.

Bidders must be registered on CSD. Tax compliance: submit SARS PIN or TCS. For consortia/JVs, each party must submit separate proof. Bids must be submitted on official forms. Late bids disqualified. Bids must be valid for 60 business days. No changes after closing. Must comply with all applicable laws.

Evaluation stages: Stage 1 administrative responsiveness (on-time, complete returnables), Stage 2 substantive responsiveness (full price schedule, scope compliance), Stage 3 weighted scoring (price 80, specific goals 20). Price formula: PS = 80(1 - (Pt-Pmin)/Pmin). Specific goals: 20 points for promotion of business in Gauteng (10) and South Africa (10). Technical criteria: company experience (20), supervisor qualifications (20), methodology (20), resources (20), HSE (20). Minimum threshold 85 points.