Gas systems repairs and maintenance for all sabs sites – 36 months

Enquiries (all RFQ enquiries must go only to this contact; contacting other SABS personnel may lead to disqualification):

• Contact: Ntobeko Mweli
• Email: [email protected]
• Telephone: 012 428 6691

Submission:

• Method: email
• Submission email: [email protected]

Submission method: email only. Responses must be emailed to [email protected]. Submissions via links or file-transfer services (e.g. WeTransfer) will not be accepted. It is the bidder's responsibility to ensure the quotation is received before the closing time; late submissions will not be accepted. Submitted prices must remain valid for 120 days from the closing date, extendable by 60 days on written notice from SABS.

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

• National Treasury Central Supplier Database (CSD) registration report.
• Valid B-BBEE certificate or sworn affidavit (needed to claim specific goals).
• SBD 4 (Bidder's Disclosure): discloses employment by an organ of state or relationships with the procuring institution; must list all CSD-registered active companies linked to directors, otherwise disqualification.
• SBD 6.1 (Preference Points Claim): claims points for specific goals under the Preferential Procurement Regulations 2022.
• Detailed company profile showing years of experience in gas systems maintenance, repairs and installation.
• CV of the proposed gas technician.
• Contactable reference letters from similar work done within the last 5 years.

All documentation must be submitted with the quotation; omissions or unsigned forms lead to disqualification.

Mandatory stage: valid COIDA registration is required; bidders failing this are disqualified before technical evaluation.

Technical functionality stage: minimum threshold of 70% to proceed. Scoring (scale 1-5, with weights):

• Company experience: score based on years of experience in gas systems maintenance, repairs and installation (no experience = 0, 1-2 years = 1, 2-3 = 2, 3-4 = 3, 4-5 = 4, >5 years = 5), weight 20%.
• Gas technician experience: based on provided CV showing qualifications, SAQCC Gas registration, years of experience and similar projects (no experience = 0, <=1 year = 1, 2-3 = 2, 3-4 = 3, 4-5 = 4, >5 = 5), weight 40%.
• References: number of relevant and contactable reference letters (none = 0, 1 = 1, 2 = 2, 3 = 3, 4 = 4, 5+ = 5), weight 40%.

Preference points: only bidders meeting mandatory requirements and the 70% functionality threshold are evaluated under the 80/20 preference system (80 points price, 20 points specific goals). Specific goals scored by ownership: 100% black-owned = 10 points, 75-99% = 8, 60-74.99% = 6, 51-59.99% = 4, 1-50.99% = 2; black women ownership: 100% = 6, 51-99% = 4, 1-50.99% = 2; persons living with disabilities ownership: 100% = 4, 51-99% = 2. Bidders not claiming specific goals receive 0 for those points.

Contract: appointment of service provider for gas systems repairs and maintenance at all SABS sites for a period of 36 months. Sites include: Groenkloof, Netfa, Secunda, Cape Town, East London, Richards Bay and Durban. The scope is not limited to the following systems:

• Laboratory gas distribution systems (nitrogen, oxygen, argon, helium, hydrogen, carbon dioxide, compressed air, other specialty gases)
• Liquefied Petroleum Gas (LPG) systems
• High-pressure and low-pressure gas distribution networks
• Gas cylinders, cylinder banks, manifolds and changeover systems
• Pressure regulators, control valves, isolation valves and safety relief devices
• Pipelines, fittings, flexible connections and associated accessories
• Gas detection, monitoring and alarm systems
• Gas storage and cylinder handling infrastructure
• Gas supply points, outlets and laboratory connections
• Control panels and safety interlock systems
• Creation of an Asset Register

Preventive maintenance: annual comprehensive inspections, pressure/leak testing, calibration of gauges/detectors/monitors, testing emergency shutdown and interlock systems, inspecting manifolds, verifying regulatory compliance, and submitting an annual gas system condition assessment report. Final maintenance frequencies based on risk classification, manufacturer recommendations and statutory requirements.

Corrective maintenance: repairs to leaks, replacement of defective regulators/valves/gauges, repair/replacement of manifolds, replacing deteriorated flexible connections, repairing gas detection/alarm systems, rectifying pressure fluctuations, restoring supply after failures, investigating recurring failures and submitting root cause analysis reports. Replacement components must be compatible with the gas, pressure rating and manufacturer requirements.

Installations and upgrades: installing or modifying pipelines, outlets, manifolds, pressure regulation stations, detection/alarm systems, relocating pipes, upgrading storage, installing emergency isolation/shutdown, commissioning and testing installations according to approved designs and standards.

Leak detection: using calibrated, gas-compatible equipment and approved procedures; tests on joints/fittings/connections, pressure integrity, regulator function, detection and alarm functionality, and post-repair/modification testing. Hazardous leaks must be reported immediately and the system made safe.

Emergency call-out: 24-hour emergency contact, attendance to gas leaks/pressure failures/critical supply interruptions, qualified personnel with suitable equipment, isolating unsafe systems, restoring safe operation, and submitting incident/repair reports.

Compliance: all work must comply with the Occupational Health and Safety Act, relevant SANS and ISO standards, and gas-specific standards. The contractor must issue inspection reports, test certificates, service tags and certificates of compliance (COC).

Company experience: a detailed company profile must be attached showing years of experience in gas systems maintenance, repairs and installation. Score: no experience = 0, >1 to 2 years = 1, >2 to 3 = 2, >3 to 4 = 3, >4 to 5 = 4, >5 years = 5. Weight 20%. Gas technician: a detailed CV must show relevant qualifications, SAQCC Gas registration, years of experience, employment history and experience on similar projects. Score: no experience = 0, <=1 year = 1, >2 to 3 = 2, >3 to 4 = 3, >4 to 5 = 4, >5 = 5. Weight 40%. References: each reference letter must include client name, project name, description of services, project completion date, project value, contact person, telephone or email. Score based on number of relevant and contactable letters (0, 1, 2, 3, 4, 5 or more); weight 40%.

Preventive maintenance annual activities: comprehensive inspections of all gas systems, pressure and leak testing per approved procedures, calibration of pressure gauges, gas detectors and monitoring instruments, testing emergency shutdown and safety interlocks, inspecting and servicing manifolds, verifying regulatory compliance, and submitting an annual gas system condition assessment report. Final maintenance frequencies set by equipment risk classification, manufacturer recommendations and applicable statutory requirements. Leak detection and testing must be performed with calibrated, gas-compatible equipment; includes leak detection, inspection of joints/fittings/connections, pressure integrity testing, regulator and valve testing, verification of detection/alarm functionality, and testing after repairs, modifications and installations.

The quotation must be prepared using the following pricing schedule (hourly rates and mark-up):

• Technician rate per hour (normal hours)
• Assistant technician rate per hour (normal hours)
• Technician rate per hour (after hours)
• Assistant technician rate per hour (after hours)
• Materials mark-up: 16%
• VAT at 15%
• Grand total

The quotation must be all-inclusive of VAT, include transport costs and disbursements, and be a fixed price. Preference points: only bidders meeting mandatory requirements and 70% functionality are evaluated under the 80/20 system (80 price, 20 specific goals).

Pricing format: the quotation must be all-inclusive of VAT, include transport costs (if applicable) and disbursements. It must be a fixed price; where foreign currencies are involved, the bidder must provide for forward cover. Prices are to be quoted using the schedule of rates in the document: technician rate per hour (normal and after-hours), assistant technician rate per hour (normal and after-hours), materials mark-up of 16%, VAT at 15% and the grand total.

Payment: no advance or upfront payment will be made. Payment only after delivery of services/goods as agreed. The SABS will not be responsible for bidder costs incurred in preparing or submitting a quotation. The SABS is not bound by any contractual terms the bidder includes in its quotation.

Mandatory: valid COIDA registration (Compensation for Occupational Injuries and Diseases Act). Bidders without it are disqualified.

Returnable compliance documents: National Treasury Central Supplier Database (CSD) registration report; valid B-BBEE certificate or sworn affidavit (to claim specific goals); SBD 4 Bidder's Disclosure; SBD 6.1 Preference Points Claim Form. Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified. Failure to disclose all CSD-registered active companies linked to directors will lead to disqualification.

Compliance with the Occupational Health and Safety Act, applicable SANS, ISO and gas-specific standards. The contractor must provide inspection reports, test certificates, service tags and certificates of compliance (COC). Emergency response: 24-hour contact, attendance to leaks/pressure failures/interruptions, qualified personnel with suitable emergency equipment, isolation of unsafe systems, restoration to safe condition, submission of incident and repair reports. Any hazardous gas leakage must be reported immediately to the SABS representative and the system made safe by competent personnel.

Validity: quotation valid for 120 days from closing date, extendable by 60 days on written notice from SABS without requiring bidder consent; bidders are not obliged to extend further but cannot amend quotations during validity. No contract: the RFQ does not create a contract; SABS may reject any submission at its discretion and is not liable for bidder costs. Confidentiality: the document is confidential and covered by a non-disclosure agreement to be signed between SABS and the bidder. SABS is not bound by any legal or contractual terms included in the bidder's quotation. The successful bidder will be bound by SABS Standard Terms and Conditions (available on www.sabs.co.za).

Evaluation stages: 1) Mandatory compliance (COIDA) — disqualify if not met; 2) Technical functionality — minimum 70% threshold; 3) Price and specific goals under 80/20 preference system. Bidders failing functionality threshold do not proceed to price evaluation. The SABS reserves the right to discontinue the evaluation at any time.