Appointment of a qualified service provider for the data management and maintenance of the Rustenburg Air quality monitoring network for a period of 36 months

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The main objective of this contract is to appoint a service provider for the data management and maintenance of the Rustenburg Air Quality Monitoring Network for a period of 36 months. The service provider to be appointed must be qualified, certified and approved to provide the service. The general success of the contract is based on the following assumptions: • That there is a need for the service • That the successful service provider has the knowledge and expertise required for Data Management, Maintenance of the Ambient Air Quality Stations; and • Rustenburg Local Municipality will provide the contracted Service Provider with the background of the sites. 2. PROJECT SCOPE RLM requires the Service Provider for the data management and maintenance of the Rustenburg Air Quality Monitoring Network for a period of 36 months. 2.1 MAIN ACTIVITY The appointed Service Provider will be required for the data management and maintenance of the Rustenburg Air Quality Monitoring Network for a period of 36 months. The Rustenburg Local Municipality Air Quality Management Plan states that the major air pollution sources within Rustenburg include emissions from manufacturing and mining industries, townships and informal settlements, vehicular activity and tailings. Primary atmospheric emissions released from these sources include Sulphur dioxide (SO2), nitrogen oxides (NOX), carbon monoxide (CO), particulate matter (PM2.5 and PM 10) and volatile organic compounds (VOCs). 2.2 SPECIFIC ACTIVITY RLM’s specific activities for data management and maintenance of the Rustenburg Air Quality Monitoring Network for a period of 36 months. RUSTENBURG LOCAL MUNICIPALITY 2.2.1 Objectives • The Municipality invites service provider for the data management and maintenance of the Rustenburg Air Quality Monitoring Network for a period of 36 months. • The Rustenburg local municipality aspires to become a world class city by maintaining a clean, green, safe and healthy environment for all. • It is envisaged that this project will help the Municipality to control and reduce air pollution from different sources in the jurisdiction of the Municipality. The terms of reference include: 3. SYSTEM ANALYSIS Air quality monitoring sites were placed at strategic locations in Marikana, Boitekong and Tlhabane. The meteorological instruments and delicate analyzers designed for monitoring PM10, 2,5, SO2 and NOX. The analyzers are distributed as follows: A. Marikana • 1x Particulate Matter Monitor – PM10 and PM2.5 • 3x Gas Analysers – Sulphur Dioxide (SO2), Ozone (O3), NOx B. Boitekong • 1x Particulate Matter Monitors PM 10 • 3x Gas Analysers - Sulphur Dioxide (SO2), Ozone (O3), NOx C. Tlhabane Library • 1x Particulate Matter Monitors PM 10 • 2x Gas Analyser – Sulphur dioxide (SO2), Carbon Monoxide (CO) The Municipality has limited internal capacity to handle the scanning of data online, maintenance, data management and validation from the network on a continuous basis. To assist the Municipality in this regard, bids are requested from professional service providers for the data management of the network for a period of 3 years. LEVEL 1: The operating availability of the installations will be checked by daily remote access of the monitoring systems. This access is possible directly to the data logger in the stations via SIM card to be provided by Rustenburg Local Municipality, in the current modems available in the station. RUSTENBURG LOCAL MUNICIPALITY Daily checks, by scanning of data online, will indicate if the monitoring stations are operating in a stable manner. LEVEL 2: Maintenance A technician must visit each station twice per month to inspect and maintain the equipment on site. During the visit the following work will be carried out where applicable: -- A system checks will be carried out on each analyser -- All filters will be changed where required (the service provider will/might supply the filters for PM – Circular 47mm Teflon filters with porosity of 2um and Gas analysers – Circular 47mm Teflon membrane filters with 1um pore size) -- Zero and span checks will be carried out -- The inlet manifold will be cleaned -- Filter cartridges in the particulate sampler will be exchanged LEVEL 3: This level covers full data management including, but not limited to, downloading of the data, validating the data, reporting results to the Municipality in a format customised to the Municipality requirements and storage of raw data, validated data and reports for future reference. Data will be downloaded on a daily basis and validated according to a criteria set that will be designed in consultation with the Municipality. Data will be averaged according to averaging periods that will be set in consultation with the Municipality. The raw data and validated will be saved by consultant and recorded on CD-ROM for backup purposes. The service supplier must be competent in the use of the current data logging hardware as well as the current software in use. • Transfer of the information to server in the Municipality within the project duration • Monthly, quarterly and annual activity report on maintenance and data management. • Monthly, quarterly and annual data analysis report. • Transfer of data to the air quality index, inventory and SAAQIS. • Monthly report presenting the maintenance activities conducted for the stations • Monthly reporting and analysis of all data. The reporting on the data is to include the following as a • minimum: • Monthly meteorological analysis. • Daily& diurnal averages of all pollutant concentrations. • Exceedances against the National Ambient Air Quality Standards. • Maintenance and calibration logs of all stations. RUSTENBURG LOCAL MUNICIPALITY All the above is to be provided in a formal monthly report in alignment with the specifications. Reports must be designed to meet the Municipality’s requirements. Calibration Two (2) full dynamic calibrations of all analysers yearly (All SANAS). Zero and span checks on all analysers during each visit. One annual SANAS accredited calibrations on all analysers by an accredited calibration facility. Yearly calibration of meteorological instrumentation. A report on the visits must be provided to the Municipality monthly. Minor Repairs Minor repairs will include the repairs of air flow pumps accessories, assessment of malfunctioning analysers, small pipe replacement etc. The Service Provider should notify the Municipality before any repairs take place. A budget cost for the period of three (03) years would need to be indicated. 4. SKILLS TRANSFER The Service provider must make provision for skills transfer to officials of the Unit who form part of the Project Management Team for the whole duration of the contract. The Service Provider must provide a letter of competence to the officials that shows items they were trained on per year. The skills transfer plan must include all phases of the projects and it is expected that the identified officials must be given hands on practical experience on the work to be done by the appointed Service Provider. 5. MANPOWER All of the activities described above must be carried out by suitably trained and experienced environmental technical personnel. The service Provider must provide their SANAS certification for calibration and the technicians authorisation or official training certificate. CVs for the technicians must be attached. Timelines • The duration of the project should be for 3 years. • Professional Qualifications • The professionals appointed should possess: • Experience with Air Quality data management softwares. • A valid certificate for Air Quality Monitoring Equipment maintenance. • Familiarity with environmental regulations. RUSTENBURG LOCAL MUNICIPALITY Documents that guide Ambient Air Quality Monitoring. • National Environmental Management Air Quality Act 2004 Act No • National Framework for Air Quality Management in South Africa 2017 Budget and Payment Terms • The tender will be paid on a Job card basis. - The service provider will submit the quotations for work to be done according to the Municipality needs. No tender will be regarded as an acceptable tender/responsive if it fails to achieve the minimum qualifying score for functionality of 70 out of a maximum of 100 points. 6. EVALUATION CRITERIA Administrative evaluation (document completion and attachment of mandatory documents) The Company must be a SANAS Accredited Calibration Laboratory. Functionality minimum qualifying score of 70 out of maximum of 100. 80/20 preferential point system (price = 80 & specific goals = 20) RUSTENBURG LOCAL MUNICIPALITY FUNCTIONALITY RLM/DCD/0044/2025/26 - APPOINTMENT OF A QUALIFIED SERVICE PROVIDER FOR THE DATA MANAGEMENT AND MAINTENANCE OF THE RUSTENBURG AIR QUALITY MONITORING NETWORK FOR A PERIOD OF 36 MONTHS. RUSTENBURG LOCAL MUNICIPALITY FUNCTIONALITY CRITERIA For a bidder to qualify, it is a requirement for a prospective bidder to score a minimum of 70% out of 100 points for functionality. Value: 0 = unmeasurable; Values: 1 = Poor; 3 = Good; 5 = Excellent ITEM CRITERIA WEIGHT VALUE SCORE VERIFICATION METHOD Company Experience: Ambient Air Quality Monitoring 1.1 Experience in Ambient Air Quality Data 50 Attach Appointment Letters. Management and Maintenance of the Air Quality Monitoring Stations. Bidders must submit the following: (Appointment Letters) 5 or more projects – (Value = 5) 3 to 4 projects – (Value = 3) 1 to 2 projects – (Value = 1) Key Personnel: Experience and Qualifications 2.1 Project Manager (Qualification in 25 Attach Certified Copies of Environmental Sciences/Management, Qualifications not older than six Chemical/Industrial Engineering) months. Honors Degree/Post Graduate Diploma (NQF Level 8 or more)- (Value = 5) Degree/BTech (NQF Level 7) – (Value = 3) Diploma (NQF Level 6) – (Value = 1). 2.2 Project Manager 5 Attach CV Experience 7 or More Years Experience in Ambient Air Quality Data Management (Value -5) RUSTENBURG LOCAL MUNICIPALITY 4 to 6 Years Experience in Ambient Air Quality Data Management (Value -3) 1 to 3 Years Experience in Ambient Air Quality Data Management (Value -1) 3 Technician Experience 5 Attach CV 5 or More Years Experience in Ambient Air Quality Equipment Maintenance (Value -5) 3 to 4 Years Experience in Ambient Air Quality Equipment Maintenance (Value -3) 1 to 2 Years Experience in Ambient Air Quality Equipment Maintenance (Value -1) 3.2 Technician Qualification: 15 Attach Certified Certificate not older Factory Trained by the Equipment than 6 months Manufacturer (Attach Certificate) Submission – (5) No Submission – (0) TOTAL 100 Calculate the points scored according to the following formula: Ps = [So] X Ap Ms Where: Ps = percentage scored for functionality by the bid under consideration So = total score of bids under consideration, i.e. weight X value = score RUSTENBURG LOCAL MUNICIPALITY Ms = maximum possible score = 500 Ap = percentage allocated Total percentage scored by the bidder on functionality: Ps = x 100 ________ = NB: No tender will be regarded as an acceptable tender/responsive if it fails to achieve the minimum qualifying score for functionality of 65 out of a maximum of 100 points. RUSTENBURG LOCAL MUNICIPALITY AUTHORITY FOR SIGNATORY RLM/DCD/0044/2025/26 - APPOINTMENT OF A QUALIFIED SERVICE PROVID-ER FOR THE DATA MANAGEMENT AND MAINTENANCE OF THE RUSTEN-BURG AIR QUALITY MONITORING NETWORK FOR A PERIOD OF 36 MONTHS. RUSTENBURG LOCAL MUNICIPALITY SIGNATORY AUTHORISATION (TO BE COMPLETED BY THE BIDDER) I/We the undersigned, am/are authorized to enter into this contract on behalf of ------------------------------------------------------------------------------------------------------------------------------- (Name of Firm) By resolution taken at a meeting held on the ................ day of (month)...................................2026 resolved to authorise .................................................... holder of ID number ...................................................... to sign all the documents on behalf of the company. Print name of authorised representative: .......................................... Signature: ................................................................... RUSTENBURG LOCAL MUNICIPALITY NAME AND SURNAME OF THE DIRECTORS SIGNATURE PLEASE NOTE: Failure to complete all blank spaces on this form or attend to other details mentioned therein will render the bid/tender liable to rejection. RUSTENBURG LOCAL MUNICIPALITY MBD 1 INVITATION TO BID RLM/DCD/0044/2025/26 - APPOINTMENT OF A QUALIFIED SERVICE PROVID-ER FOR THE DATA MANAGEMENT AND MAINTENANCE OF THE RUSTEN-BURG AIR QUALITY MONITORING NETWORK FOR A PERIOD OF 36 MONTHS. RUSTENBURG LOCAL MUNICIPALITY PART A MBD 1 INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE RUSTENBURG LOCAL MUNICIPALITY

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