Annual calibration of measuring devices (data loggers) – northern cape region, vaal gamagara

Closing date: 22 October 2026 at 12:00

Date issued: 14 October 2026

Enquiries:

• Contact: Supply Chain Management (SCM)
• Telephone: (051) 403 0800
• Facsimile: (051) 422 5333
• Technical queries email: [email protected]

Submission:

• Method: email or drop-off
• Submission email: [email protected]
• Drop-off address: Vaal Central Water Head Office, 2 Mzuzu Street, Pellissier, Bloemfontein, 9301 (at security entrance)

Service/delivery address:

Northern Cape Region

Vaal Gamagara

Laboratory: Vaal Central Water Gamagara Quality Control Laboratory, Delporshoop (R370), Vaal Central Water WTW, VC Water QC Laboratory

Submission method: email to [email protected] with the subject line, or deposit in the bid box at the security entrance at 2 Mzuzu Street, Pellissier, Bloemfontein.

Returnable forms (all must be completed, signed and submitted with the quotation):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): fully completed pricing schedule.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points under the 80/20 system.
• Written quotation on company letterhead or stamped.
• Tax Compliance Status Pin issued by SARS.
• Proof of authority (e.g., company resolution) for the signatory.

Disqualification risks:

• Late bids are not accepted for consideration.
• Bids not submitted on the official forms provided (not to be re-typed) are rejected.
• Bidders who do not quote according to specification will not be evaluated further.
• Bidders who do not adhere to the response time for clarifications requested by the employer (2 days) will be deemed non-responsive.
• Failure to provide or comply with any of the required particulars may render the bid invalid.
• No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• No points will be allocated for Specific Goals if the required valid documents are not submitted.

Evaluation process: Stage 1 – Responsiveness (pre-qualification).

Pre-qualifiers (must all be met, otherwise immediate disqualification):

• Fully completed and signed Standard Bidding Documents (SBD 1, SBD 3.1, SBD 4, SBD 6.1).
• Accreditation to ISO/IEC 17025:2017 for calibrations (as per clause 6.4 to 6.5) and provision of competency/accreditation information to the laboratory prior to activity.

Clarification responsiveness (2 days to respond):

• Adherence to submitting RFQ as a One-folder Bid.
• Written quotation completed on company letterhead/stamped.
• Tax Compliance Status Pin issued by SARS.
• Arithmetic Error Calculation.

Only bidders satisfying all pre-qualifying criteria proceed to the next stage.

Preference point system: 80/20 (price 80 points, specific goals 20 points) in line with Preferential Procurement Policy Regulations, 2022.

Award: The successful service provider will be the one scoring the highest points. However, Vaal Central Water may, on reasonable justifiable grounds, award the contract in whole to a bidder who did not score the highest points where objective criteria set out by the institution were applied.

Scope: Annual calibration of measuring devices (data loggers) for the Northern Cape Region, Vaal Gamagara.

Requirements:

• Suppliers must be accredited to calibrate the requested activities listed in the Scope of Work.
• Provide Calibration Certificates and Calibration Stickers for services rendered.
• Provide detailed UUT correction and uncertainty of measurements where applicable.
• Insert all provided information on the certificate and sticker for traceability (e.g., serial numbers, calibration points).
• Laboratory: Vaal Central Water Gamagara Quality Control Laboratory, Delporshoop (R370), Vaal Central Water WTW, VC Water QC Laboratory.

Pricing schedule items (quantities as listed):

• Calibration: Barometer (L1501138) – Humidity @ hpa: 300,400,500,600,700,800,838,900,1000 and 1100 (Qty 1)
• Calibration: Data logger/thermometer (Data/Hobo logger: 18) @ 2 Temp. points: @ 100 °C & 121 °C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 08) @ 2 Temp. points: @ -70 °C & -20°C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 01 to 06) @ 36 °C (Qty 6)
• Calibration: Data logger/thermometer (Data Logger: 07) @ 55 °C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 11) @ 45 °C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 12 & 14) (ambient Temperature) @ 15-25 °C (Qty 2) – Note: One/average correction factor required
• Calibration: Data logger/thermometer (fridge temp. working range) (Data Logger: 09 & 10) @ 2-8 °C (Qty 2) – Note: One/average correction factor required

Note: This is NOT an instruction to proceed with the supply of any goods and/or services unless and until Vaal Central Water issues a formal Purchase Order.

Pricing schedule items (quantities as listed):

• Calibration: Barometer (L1501138) – Humidity @ hpa: 300,400,500,600,700,800,838,900,1000 and 1100 (Qty 1)
• Calibration: Data logger/thermometer (Data/Hobo logger: 18) @ 2 Temp. points: @ 100 °C & 121 °C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 08) @ 2 Temp. points: @ -70 °C & -20°C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 01 to 06) @ 36 °C (Qty 6)
• Calibration: Data logger/thermometer (Data Logger: 07) @ 55 °C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 11) @ 45 °C (Qty 1)
• Calibration: Data logger/thermometer (Data Logger: 12 & 14) (ambient Temperature) @ 15-25 °C (Qty 2) – Note: One/average correction factor required
• Calibration: Data logger/thermometer (fridge temp. working range) (Data Logger: 09 & 10) @ 2-8 °C (Qty 2) – Note: One/average correction factor required

Pricing notes:

• Only firm prices accepted. Non-firm prices (including prices subject to rates of exchange variations) will not be considered.
• Offer to be valid for 60 days from the closing date of bid.
• VAT at 15% and Grand Total (bid price in RSA currency with all applicable taxes included).
• Transport fee should be included on the quotation (not as a stand-alone item).
• All delivery costs must be included in the bid price for delivery at the prescribed destination.
• If different delivery points influence pricing, a separate pricing schedule must be submitted for each delivery point.

Pricing format: Firm prices only. Non-firm prices (including prices subject to rates of exchange variations) will not be considered.

Price validity: Quoted prices must be valid for at least 60 days from the date of the offer.

Price inclusivity: Prices must be firm and inclusive of all applicable taxes (including VAT at 15%).

Transport: Transport fee must be included in the quotation (not as a stand-alone item). All delivery costs must be included in the bid price for delivery at the prescribed destination.

Payment: Vaal Central Water reserves the right not to process partial payments on procurement below R1 000 000.00.

Delivery: A firm delivery period must be indicated.

Tax compliance:

• Bidders must submit a Tax Compliance Status Pin issued by SARS.
• If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided.
• In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate TCS certificate / PIN / CSD number.
• Bidders may also submit a printed TCS certificate together with the bid.

B-bbee:

• B-BBEE certificate or B-BBEE Sworn Affidavit required to claim preference points.
• No points will be allocated for Specific Goals if the required valid documents are not submitted.

Specific goals documents (for claiming points):

• Where applicable, CIPC, CSD and FICA approved documents with the address corresponding with the municipal statement or lease agreement address for Free State / Northern Cape Based Companies.
• Copy of an ID.
• Medical Certificate from Registered Medical Practitioner or a letter from Department of Labour confirming the bidder's disability.
• B-BBEE certificate or B-BBEE Sworn Affidavit.

Accreditation:

• ISO/IEC 17025:2017 accreditation for calibrations (as per clause 6.4 to 6.5) and provision of competency/accreditation information to the laboratory prior to activity.

General:

• Supply of goods and services must comply with the General Conditions of Contract (GCC) as issued by the National Treasury.
• No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.

Contract terms:

• The successful bidder will be required to fill in and sign a written contract form (SBD 7).
• Supply of goods and services must comply with the General Conditions of Contract (GCC) as issued by the National Treasury.
• Vaal Central Water reserves the right not to process partial payments on procurement below R1 000 000.00.
• The successful service provider will be the one scoring the highest points; however, Vaal Central Water may, on reasonable justifiable grounds, award the contract in whole to a bidder who did not score the highest points where objective criteria set out by the institution were applied.
• Bidders who do not quote according to specification will not be evaluated further.

Special conditions:

• Price(s) quoted must be valid for at least sixty (60) days from the date of offer.
• Price(s) must be firm and inclusive of all applicable taxes.
• A firm delivery period must be indicated.
• Quotation evaluated in terms of the 80/20 preference point system in line with Preferential Procurement Policy Regulations, 2022.
• Supply must comply with General Conditions of Contract (GCC) as issued by National Treasury.
• Successful service provider will be the one scoring the highest points; however, Vaal Central Water may award to a bidder who did not score highest on reasonable justifiable grounds where objective criteria were applied.
• Vaal Central Water reserves the right not to process partial payments on procurement below R1 000 000.00.
• Bidder who did not quote according to specification will not be evaluated further.
• No points will be allocated for Specific Goals if valid documents are not submitted: CIPC, CSD and FICA approved documents with address corresponding to municipal statement or lease agreement for Free State / Northern Cape Based Companies; Copy of ID; Medical Certificate from Registered Medical Practitioner or letter from Department of Labour confirming disability; B-BBEE certificate or BBBEE Sworn Affidavit.

Suppliers must be accredited to calibrate the requested activities, provide Calibration Certificates and Calibration Stickers, provide Detailed UUT correction and uncertainty of Measurements where applicable, and insert all provided information on the certificate and sticker for traceability (e.g., serial numbers, calibration points). Laboratory details: Vaal Central Water Gamagara Quality Control Laboratory, Northern Cape, Delporshoop (R370), Vaal Central Water WTW, VC Water QC Laboratory.

Evaluation process: Stage 1 Responsiveness. Pre-qualifiers: (1) Fully completed and signed Standard Bidding Documents (SBD Form 1, SBD 3.1, SBD 4, SBD 6.1); (2) Bidder must be accredited to ISO/IEC 17025:2017 for calibrations as per clause 6.4 to 6.5 and provide competency/accreditation information to laboratory prior to activity. Clarification responsiveness: Adherence to submitting RFQ as a One-folder Bid (2 days), Tax Compliance Status Pin issued by SARS (2 days), Arithmetic Error Calculation (2 days). Bidders not adhering to response times will be deemed non-responsive. Only bidders satisfying all pre-qualifying criteria proceed.