Preventative and breakdown maintenance of laboratory mechanical equipment – sabs (3-Year contract, multi-site)

Compulsory briefing session: 20 October 2026 at 10:00 am (Public document states 11:00 am in one place and 10:00 am in another — confirm with the issuing authority). Venue: SABS Groenkloof, 1 Dr Lategan Road (also printed as 1 Dr Lategan Road), Groenkloof, Pretoria.

Final date for bidders to submit consolidated clarification questions: 26 October 2026.

Questions to be sent to [email protected] (also the enquiry email).

Deadline for submission of signed Non-disclosure Agreement / Confidentiality Undertaking (Appendix F): 02 November 2026.

Deadline for submission of Intention to Respond (Appendix D): 02 November 2026.

Proposal submission date and time: 02 November 2026 at 11:00 am (the extracted text inconsistently states 11:00, 11:00am; the metadata closing date is 2026-11-02T11:00:00.000Z — confirm exact time with the tender).

Compulsory briefing session: 20 October 2026 at 10:00 am (per the RFP schedule; another part of the document states 11:00 am – confirm with the issuing authority). Venue: SABS Groenkloof, 1 Dr Lategan Road, Groenkloof, Pretoria. Attendance is compulsory.

Enquiries

• Contact: Elvis Lebepe
• Email: [email protected]
• Role: (not stated)

Submission

• Email: [email protected]

Physical address for briefing/venue: SABS Groenkloof, 1 Dr Lategan Road, Groenkloof, Pretoria

Submission method: electronic only, to [email protected], with the tender reference number and description in the subject. PDF files (compressed zipped folder if necessary), maximum size 14MB. Submissions via a link or “WeTransfer” will not be accepted. Late submissions will not be accepted. No handwritten quotations will be accepted. The submission email address is for proposals only; clarity questions must not be sent there.

Returnable documents (all must be submitted, completed and signed where applicable):

• Appendix A – Scope of Work
• Appendix B – SABS Standard Rates
• Appendix C – Company Experience
• Appendix D – Intention to Respond
• Appendix E – SBD 4 Bidder’s Disclosure
• Appendix F – Signed Non-disclosure Agreement
• Appendix G – SBD 6.1 Preference Points Claim Form
• Appendix H – CSD Report / Proof of banking details for international suppliers
• Appendix I – B-BBEE Certificate or Sworn Affidavit
• Appendix J – Management Summary (including Statement of Compliance)
• Appendix K – Statement of Compliance
• Appendix L – Signed SABS Terms and Conditions
• Appendix M – of the RFP document
• Appendix N – Audited Financial Statements
• Appendix O – Request for Proposal Enquiry
• Appendix P – Service Level Agreement
• Appendix Q – Company Experience
• Appendix R – Contractor Qualifications & Experience of Account Manager
• Appendix S – Contractor Experience and Qualifications of an Artisan/Technician
• Appendix T – Contractor to demonstrate Service Capability
• Appendix U – Mandatory Requirements

Disqualifying criteria:

• Failure to meet all requirements in the RFP scope of work.
• Solution encumbered by any intellectual property rights (registered or unregistered), including copyrights, patents, know-how, registered designs, trademarks, trade secrets.
• Misrepresentation on the above points or any other material fact.
• Contacting SABS personnel other than the designated enquiry contact, or any canvassing, may lead to disqualification.
• Proposals remain valid for 180 days from the submission date.
• SABS may request bidders to extend validity; the bidder is not obliged to extend.
• No services may be rendered before a formal agreement is signed.

Evaluation is staged:

Stage 1 – Mandatory Requirements (pass/fail):

• CIDB Grading: 4ME or higher
• Valid Liability Insurance (COIDA/COIDA from FEM and RMA)
• CSD registration
• Tax clearance certificate

Only bidders meeting all mandatory requirements proceed to Stage 2.

Stage 2 – Functionality (minimum threshold: 70%):

Scored on a scale of 1-5 (Very poor:1, Poor:2, Sub Average:3, Good:4, Excellent:5) with weighted criteria:

• Company Experience (30%): minimum 5 contactable reference letters or project completion certificates on the client’s letterhead, demonstrating similar work completed within the past 7 years. Certified copies required. Scores from 0 to 5. Minimum threshold 70%.
• Contractor Experience and Qualifications of Account Manager (20%): minimum NQF 7 relevant technical qualification and minimum 5 years’ work experience. CV must show relevant sector experience, coordination of maintenance support services, planning, stakeholder engagement, reporting. Detailed CV with all 3 elements (experience, certification, qualification) scores 5; otherwise score 1.
• Contractor Experience and Qualifications of an Artisan/Technician (20%): minimum NQF 6 relevant technical qualification, trade-test certified, installation certification, with 5 years’ experience. Detailed CV with all 3 elements scores 5; otherwise score 1.
• Contractor to demonstrate Service Capability (30%): SOP showcasing (1) quality assurance, (2) safety, (3) service aligned team size/structure, (4) OEM/approved spare parts sourcing, (5) 24hr TAT call response across regions. Detailed SOP scores 5; no submission scores 0.

Minimum threshold: 70% of 100.

Stage 3 – Preference Points System (80/20):

80 points for price and 20 points for specific goals under the Preferential Procurement Regulations, 2022. Specific goals include black ownership, black women ownership, and ownership by persons with disabilities, with point allocations as per the SBD 6.1 form.

Scope of work: appointment of a qualified contractor to support the SABS Engineering & Plant Maintenance Department in performing preventative planned maintenance and breakdown maintenance on mechanical-type equipment used in laboratories, across Groenkloof and regions: Secunda, Richards Bay, Olifantsfontein (NETFA), Cape Town, and Port Elizabeth. Contract period: 3 years.

Equipment covered includes: press compression machines, tensile testing machines, air compressors, crushers, mixers, rotating machines, packaging machines, ash furnaces, industrial furnaces, industrial ovens, work test benches, hoist chain blocks, climatic chambers.

Preventative maintenance responsibilities:

• Scheduled preventative maintenance (monthly/quarterly/annual)
• Inspection and servicing of mechanical equipment and components
• Lubrication, calibration, functional and performance verification
• Replacement of worn or defective parts
• Documentation of maintenance activities and compliance reports (Work Instructions)
• Ensuring minimal disruption to laboratory operations

Breakdown maintenance responsibilities:

• 24-hour turnaround time (TAT) call response for breakdowns across regions
• Diagnosis and repair of faults in mechanical systems
• Replacement of parts using OEM or approved components
• After-hours and emergency support

Compliance standards: ISO/IEC 17025 (or other relevant standards), manufacturer-recommended procedures, local safety and environmental regulations.

Mandatory requirements for the bidder:

• CIDB grading 4ME or higher
• Valid liability insurance (COIDA)
• Registered on Central Supplier Database (CSD)
• Valid tax clearance certificate
• B-BBEE certificate or sworn affidavit
• Company profile and relevant experience
• Proven experience in maintaining mechanical laboratory equipment
• Certified technicians/artisans (trade-tested, N6 minimum qualification)
• Ability to provide maintenance across multiple laboratory locations
• Availability for emergency repairs and after-hours support
• Occupational health and safety compliance (Safety File)
• References from similar contracts within the past 7 years

Company Experience (Appendix Q/C):

• Must demonstrate relevant experience in similar work completed within the past 7 years.
• Submit contactable reference letters or project completion certificates on the client's letterhead; certified copies required.
• More references score higher: 1 reference = 1 point, up to 5 references = 5 points.

Account Manager (Appendix R):

• Minimum NQF 7 relevant technical qualification and minimum 5 years' work experience.
• CV must detail relevant sector experience, coordination of maintenance support services, planning, stakeholder engagement, and reporting.
• Detailed CV with all elements scores 5; otherwise score 1.

Artisan/Technician (Appendix S):

• Minimum NQF 6 relevant technical qualification, trade-test certified, installation certification, with 5 years' experience.
• CV must demonstrate experience in repairs and maintenance of mechanical-type equipment.
• Detailed CV with all elements scores 5; otherwise score 1.

Service Capability (Appendix T):

• Must have capacity for multi-site service demand, 24hr TAT call response, and over 200 equipment across the organisation.
• Present SOP showing commitments to quality assurance, safety, team size/structure, OEM parts, and 24hr response.

All maintenance activities must comply with ISO/IEC 17025 (or other relevant standards), manufacturer-recommended procedures, and local safety and environmental regulations.

Preventative maintenance plan must include: inspection, servicing, lubrication, calibration, functional and performance verification, replacement of worn/defective parts, and detailed service reports.

Service reports must document: visual inspection for wear, corrosion, leaks, misalignment; vibration analysis and thermography (where applicable); unusual noise or heat; replacement of worn parts (seals, bearings, belts, fasteners); use of OEM or approved components; control systems and safety interlocks; inspection of guards, emergency stops, warning systems; lubrication of moving parts; monitoring of lubricant condition; commissioning and functional testing; fault diagnosis.

All work must be documented and traceable.

Pricing must be submitted as per Appendix B – Pricing/Quotation, with the following structure:

• Hourly rate for scheduled maintenance – Senior Technician (Normal Hours)
• Hourly rate for scheduled maintenance – Senior Technician (Weekend/Holiday Hours)
• Hourly rate for unscheduled maintenance – Senior Technician (Normal Hours)
• Hourly rate for unscheduled maintenance – Senior Technician (Weekend/Holiday Hours)
• Hourly rate for unscheduled repairs – Junior Tech Support (Normal Hours)
• Hourly rate for unscheduled repairs – Junior Tech Support (Weekend/Holiday Hours)
• Subtotal, VAT, Total
• Cost of parts and consumables (25% mark-up max, but bidders may offer their own competitive rate)

Notes:

• Scheduled maintenance averages 3 days and includes support of 3 senior technical resources.
• Unscheduled (breakdown) maintenance averages 2 support resources: senior technician and junior tech support.
• No handwritten quotations accepted.

Pricing structure – bidders must provide detailed rates:

• Hourly rate for scheduled maintenance – Senior Technician (normal hours)
• Hourly rate for scheduled maintenance – Senior Technician (weekend/holiday hours)
• Hourly rate for unscheduled maintenance – Senior Technician (normal hours)
• Hourly rate for unscheduled maintenance – Senior Technician (weekend/holiday hours)
• Hourly rate for unscheduled repairs – Junior Tech Support (normal hours)
• Hourly rate for unscheduled repairs – Junior Tech Support (weekend/holiday hours)
• Subtotal, VAT, total
• Cost of parts and consumables (25% mark-up max, but bidders may offer a more competitive rate)

Cost structure notes:

• Scheduled maintenance averages 3 days and includes support of 3 senior technical resources
• Unscheduled (breakdown) maintenance averages 2 support resources: senior technician and junior tech support
• No handwritten quotations accepted

Bid security: none specified.

Bonds/guarantees: none specified.

Retention: none specified.

Payment terms: none specified.

Mandatory compliance requirements (Stage 1):

• CIDB Grading: 4ME or higher
• Valid Liability Insurance (COIDA) from Department of Labour, FEM and RMA
• Registration on the National Treasury Central Supplier Database (CSD) – all suppliers must register at www.CSD.gov.za
• Valid tax clearance certificate (original and valid)
• B-BBEE status level verification certificate or sworn affidavit (for claiming preference points)
• Occupational health and safety compliance documentation (Safety File)

Returnable documents (Appendix forms) – each must be completed and signed as required:

• Appendix E – SBD 4 Bidder’s Disclosure: discloses employment by the state or connection to procuring institution; failure to disclose all CSD-registered companies linked to directors leads to disqualification.
• Appendix F – Signed Non-disclosure Agreement: binds bidder to confidentiality of information received during the RFP process.
• Appendix G – SBD 6.1 Preference Points Claim Form: claims preference points under Preferential Procurement Regulations 2022 (80/20 system).
• Appendix H – CSD Report / Proof of banking details for international suppliers.
• Appendix I – B-BBEE Certificate or Sworn Affidavit: evidence for claiming specific goals.
• Appendix L – Signed SABS Terms and Conditions: acceptance of standard terms; variations must be submitted as annexure.
• Appendix N – Audited Financial Statements.
• Appendix Q – Company Experience: reference letters or project completion certificates.
• Appendix R – Contractor Qualifications & Experience of Account Manager.
• Appendix S – Contractor Experience and Qualifications of an Artisan/Technician.
• Appendix T – Contractor to demonstrate Service Capability via SOP.

Other compliance:

• Bidders must sign the SABS Terms and Conditions; any variations must be listed in an annexure with clause number, reason, and alternative.
• Intellectual property: bidder must transfer all IP rights developed during the service to SABS; IP-encumbered solutions are disqualified.
• Misrepresentation leads to disqualification.
• Bidders must not contact SABS personnel other than the enquiry contact; canvassing leads to disqualification.

B-BBEE requirements:

• Bidders must submit a valid B-BBEE certificate or sworn affidavit (Appendix I) to claim preference points under the 80/20 system.
• The 20 points for specific goals are allocated as follows:
• Black ownership: 10 points for 100% black ownership; 8 points for 75-99%; 6 points for 60-74.99%; 4 points for 51-59.99%; 2 points for 1-50.99%; 0 points for 0%.
• Black women ownership: 6 points for 100%; 4 points for 51-99%; 2 points for 1-50.99%; 0 points for 0%.
• Ownership by persons with disabilities: 4 points for 100%; 2 points for 51-99%; 0 points for 0-50.99%.
• B-BBEE certificate must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as per the Close Corporation Act. A sworn affidavit may be accepted for qualifying EMEs/QSEs.
• Failure to submit the required proof means no preference points are claimed for specific goals.

Contractor must maintain high standards of safety and professionalism.

Compliance with occupational health and safety regulations is mandatory; a Safety File must be submitted.

Proof of liability insurance (COIDA) is a mandatory requirement.

All work must comply with local safety and environmental regulations.

Contract duration: 3 years (as per scope).

Contract type: NEC4-based formal agreement signed with SABS.

SABS reserves the right to amend, alter or delete clauses relating to insurance, indemnity, guarantees, intellectual property, service levels, and tax compliance.

No services may be rendered prior to the formal agreement becoming effective; SABS is not liable for any costs incurred before the contract is signed.

Proposal validity: 180 days from submission date; SABS may request extension in writing, but the bidder is not obliged to extend.

Intellectual property: all IP rights on material and processes developed for SABS belong to SABS; the bidder must transfer all such rights.

Confidentiality: all information provided during the RFP process is confidential and covered by a signed non-disclosure agreement; obligations survive the tender process.

SABS may cancel the tender process at any time before contract formation and is not liable for any losses or damages suffered by bidders.

The bidder must sign the SABS Terms and Conditions (Appendix L); variations must be submitted as an annexure with clause number, reason, and alternative clause.

Mandatory requirements:

• CIDB grading 4ME or higher
• Valid liability insurance (COIDA) from Department of Labour, FEM and RMA
• CSD registration (www.CSD.gov.za)
• Valid tax clearance certificate
• B-BBEE certificate or sworn affidavit (for preference points)
• Company profile and relevant experience
• References from similar contracts
• Proven experience in maintaining mechanical laboratory equipment
• Certified technicians/Artisans (trade-tested, N6 minimum qualification)
• Ability to provide maintenance across multiple laboratory locations
• Availability for emergency repairs and after-hours support (24hr response)
• Compliance with safety and environmental regulations
• Occupational health and safety compliance documentation (Safety File)
• Signed SABS Terms and Conditions
• Signed Non-disclosure Agreement
• Completed returnable documents (Appendices as listed)

In addition to the staged evaluation described in the main evaluation criteria, the following applies:

• Stage 1 Mandatory requirements: CIDB 4ME or higher, valid liability insurance (COIDA), CSD registration, tax clearance.
• Stage 2 Functionality (minimum threshold 70%):
• Company experience: 30% (reference letters)
• Account Manager qualifications/experience: 20% (NQF 7, 5 years)
• Artisan/Technician qualifications/experience: 20% (NQF 6, trade-tested, 5 years)
• Service capability (SOP): 30%
• Stage 3: 80/20 preference points (80 price, 20 specific goals) per Preferential Procurement Regulations 2022.
• Misrepresentation on any material fact leads to disqualification.