Replacement of two generator batteries and a 120 kva modular UPS, with installation, testing and commissioning

Closing

• 29 October 2026 at 11:00.

Bid validity

• 90 days; CMS may request an extension from bidders who responded.

Bidding procedure enquiries

• Contact: Ludwe Madayi
• Telephone: 012 431 0484
• Email: [email protected]

Technical enquiries

• Contact: Thabang Monyama
• Telephone: 012 431 0490
• Email: [email protected]

Submission

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

Invoices

• Email: [email protected]

CMS address

Block A, Eco Glades 2 Office Park

420 Witch-Hazel Avenue

Eco Park

Centurion, 0157

• Switchboard: 012 431 0500
• Customer care: 0861 123 267

Submission method

• Email only, to [email protected].
• Bids must reach CMS by the closing time; late submissions are not accepted.
• Documents sent through cloud platforms such as WeTransfer, Google Drive or Dropbox will not be considered.
• Bids must be submitted on the official RFQ forms as issued; retyped versions are not accepted.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page; the CSD number must be reflected on it.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or member is employed by the state or connected to a CMS official.
• SBD 6.1 (Preference Points Claim): claims points for specific goals; without it no preference points are awarded.
• SBD 7 (Contract Form): completed and signed by the successful bidder only.
• SARS tax compliance PIN or a printed TCS certificate.
• National Treasury Central Supplier Database report.
• Valid B-BBEE certificate or sworn affidavit (EME and QSE).
• Proof of authority to sign, such as a company resolution.

Disqualification risks

• SBD 1, SBD 4 or SBD 6.1 not completed and signed.
• Any mandatory technical document missing: references, electrical contractor registration, OEM letter, project plan or CIDB proof.
• Late delivery, or submission through a cloud platform.
• Bidder, directors or members in the service of the state.

Two-phase process

• Phase 1: mandatory eligibility and experience criteria. A bid that fails this phase is not evaluated further on price or goals.
• Phase 2: price and specific goals, scored out of 100.

Scoring split (80/20 preference point system)

• Price: 80 points, assessed on a detailed budget breakdown.
• Specific goals: 20 points.

Specific goals points

• Historically Disadvantaged Individuals (5 points): 80%–100% black-owned = 5; 50%–79.99% = 4; 20%–49.99% = 3; 1%–19.99% = 1; below 1% = 0.
• Size of company (3 points): EME = 3; QSE = 2; generic enterprise = 1.
• Black woman-owned enterprise (5 points): 75%–100% = 5; 51%–74.99% = 3; 1%–50.99% = 1; below 1% = 0.
• Ownership by people with disabilities (3 points): 75%–100% = 3; 51%–74.99% = 2; 1%–50.99% = 1; below 1% = 0.
• Ownership by youth under 35 years (4 points): 75%–100% = 4; 51%–74.99% = 3; 20%–50.99% = 2; 1%–19.99% = 1; below 1% = 0.

Claiming goal points

• Only bidders who complete and sign SBD 6.1 are considered for preference points.
• Company-size points are awarded regardless of a claim, but a valid B-BBEE certificate or sworn affidavit must still be submitted.
• CMS may require a bidder to substantiate any preference claim before or after adjudication.
• Missing proof means the related goal points are treated as not claimed.

Scope

• Supply, replace, install, test and commission two generator batteries and a modular UPS system at CMS premises.
• Replace the existing generator batteries with compatible units and the existing UPS with a modular solution sized for the current IT load.
• Improve backup power availability and reliability for critical infrastructure.
• Hand over warranty and commissioning documentation.

Generator batteries (500 kVA prime Cummins QS 15 GB three-phase generator)

• Quantity: 2 x 12V BSA 688 200AH C20 FA 1150CCA SAE batteries.
• Inspect the existing battery installation and confirm compatibility before replacement.
• Isolate the equipment using applicable safety procedures and remove the old batteries.
• Install and secure the two replacement batteries and check the generator starting and battery system.
• Test the generator after replacement and confirm it starts and runs correctly.
• Remove the old batteries from site and give CMS confirmation of completion and test results.

UPS replacement

• 1 x 120 kVA or higher modular UPS frame: 12-month warranty, LiFe-ready, 120% overload for 60 seconds.
• 2 x 30 kW power modules (2U).
• 1 x CAB006 battery cabinet.
• 40 x 65Ah 10-year CSB batteries.
• 1 x DC kit: 40 x 50 mm battery links, 3 x 10 m 50 mm DC cabling and a 250A DC isolator.
• Delivery, installation and commissioning of the complete unit.
• The unit comprises 2 x 30 kW modules and can be expanded to 120 kW.
• Backup time: 2 hours at 10 kW load; 35 minutes at 30 kW load.

Installation

• Deliver the equipment to CMS and verify it against the approved quotation and technical requirements.
• Conduct a site inspection before installation.
• Isolate the existing UPS and associated electrical supply, and remove the old equipment where applicable.
• Position and install the new frame, power modules, battery cabinet, batteries, DC kit, battery links, DC cabling and DC isolator.
• Connect the UPS to the electrical infrastructure and complete all electrical and control connections.
• Verify polarity, connections, protection and isolation before energisation.
• The installation must be safe and comply with applicable electrical requirements.

Testing and commissioning

• Visual inspection and verification of electrical connections, battery connections and polarity, and the DC isolator.
• UPS start-up and configuration, with verification of operating parameters, power modules, battery charging and battery operation.
• Verification of UPS alarms and monitoring functions.
• Load testing of the UPS and verification of transfer between utility power and UPS supply, and of the return to utility supply.
• Generator starting test after battery replacement, confirming the generator and UPS operate as intended.
• Commissioning results must be recorded.

Payment and invoicing

• CMS pays in full within 30 days of receiving an original tax invoice for work done to its satisfaction.
• Payment is based only on completed milestones or deliverables in the project implementation plan agreed at the start of the project.
• Invoices must be emailed to [email protected].
• Every invoice must reference the CMS purchase order number.
• No goods or services may be delivered without an official purchase order from CMS Supply Chain Management.

Mandatory experience

• Two recent references or completion certificates for installation or maintenance of UPS systems, generators or other backup power systems.
• References must be written proof on the client's official letterhead.
• Documents must not be older than five years, generally dated on or after 9 October 2021.
• Purpose: to demonstrate relevant experience and successful performance on similar projects.
• Failure to provide these references disqualifies the bid at Phase 1.

Installation quality

• Verify delivered equipment against the approved quotation and technical requirements.
• Complete a site inspection before installation.
• Verify polarity, connections, protection and isolation before energisation.
• The installation must be safe and comply with applicable electrical requirements.

Testing and commissioning

• Visual inspection of the installation.
• Verification of electrical connections, battery connections and polarity, and the DC isolator.
• UPS start-up and configuration, with verification of operating parameters, power modules, battery charging and battery operation.
• Verification of UPS alarms and monitoring functions.
• Load testing and verification of transfer between utility power and UPS supply, and of the return to utility supply.
• Generator starting test after battery replacement, confirming the generator and UPS operate as intended.
• Commissioning results must be recorded and provided to CMS.

Inspection rights

• Pre-bid testing is for the bidder's account.
• Where inspection is a bid condition, the bidder's premises must be open at reasonable hours to CMS or its representative.
• If inspections, tests or analyses show compliance, CMS bears the cost; if not, the supplier bears the cost and the supplies may be rejected.
• Rejected supplies are held at the supplier's cost and risk and must be removed and replaced at the supplier's cost.

Pricing

• Price carries 80 of the 100 points and must be supported by a detailed budget breakdown.

Payment

• CMS pays in full within 30 days of receiving an original tax invoice for work done to its satisfaction.
• Payment is made only for completed milestones or deliverables in the project implementation plan agreed at the start of the project.
• Invoices must be emailed to [email protected].
• The CMS purchase order number must appear on every invoice; no goods or services may be delivered without an official purchase order from CMS Supply Chain Management.

Costs and validity

• Bidders carry their own bid preparation costs, including briefing sessions, site visits and proposal submission.
• Bid validity is 90 days.

Registration and tax

• Register on the National Treasury Central Supplier Database and reflect the CSD number on SBD 1.
• Submit a SARS tax compliance PIN or a printed TCS certificate; consortium, joint venture and subcontractor parties must each submit their own PIN, TCS certificate or CSD number.
• CMS will not award to a non-compliant bidder; a recommended bidder has 7 working days to provide proof of compliance or of arrangements to meet outstanding tax obligations, failing which the bid is rejected.
• No bid is considered from a person in the service of the state, a company with such a director, or a close corporation with such a member.

B-bbee

• A valid B-BBEE certificate or sworn affidavit (EME and QSE) must be submitted to claim preference points.
• Company-size points are awarded regardless of a claim, but the certificate or affidavit is still required.
• Certified ID copies of directors, owners or shareholders are required for HDI points; a medical certificate or letter from an accredited health professional for disability ownership points; and the B-BBEE certificate or affidavit, certified IDs and CIPC document for black woman-owned and youth-owned claims.

Technical compliance

• CIDB registration at Level 1 or higher in work class EB (Electrical Engineering Works: Building) or EP (Electrical Engineering Works: Infrastructure), held by the bidder or a subcontractor.
• Valid electrical contractor registration with the Department of Employment and Labour, ECA(SA) or ECB, valid on the closing date.
• OEM letter or certificate confirming the bidder is an authorised reseller of the specified UPS in South Africa, valid at the closing date.
• Two references or completion certificates for UPS, generator or backup power work, on the client's letterhead and not older than five years (generally dated on or after 9 October 2021).
• Project plan covering installation scheduling with CMS, expected downtime, CMS approval of power interruptions, protection of critical IT systems, escalation of technical issues, written approval for out-of-scope work and a business continuity plan.

Exclusion

• Bidders listed on the National Treasury restricted suppliers or tender defaulters list are disqualified, as are bidders or directors convicted of fraud, corruption or collusion in the past five years, or who submitted false information in a procurement process.

Safety requirements

• Isolate the generator and UPS equipment in line with applicable safety procedures before work starts.
• Safely isolate the existing UPS system and associated electrical supply where required.
• Verify polarity, connections, protection and isolation before energising the installation.
• The installation must be safe and comply with applicable electrical requirements.
• All planned power interruptions must be approved by CMS, and any expected service interruption or downtime must be identified in advance.
• Work must be coordinated with CMS IT and technical representatives to avoid disruption to critical IT systems.
• CMS must be notified immediately of any technical issue that may affect implementation.

Contract framework

• The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, 2022 and the General Conditions of Contract, plus any special conditions of contract.
• The successful bidder signs the written contract form (SBD 7).
• The successful bidder works under the supervision of a CMS representative and must follow the CMS code of conduct and organisational guidelines.

Validity and changes

• Bid validity is 90 days; CMS may request an extension from bidders who responded.
• CMS may amend the RFQ and will communicate changes to firms that responded; no reliance may be placed on information from any other source.
• CMS may extend the closing date in exceptional circumstances.

CMS rights

• CMS is not bound to accept any bid, may decline to appoint, and may cancel the process without liability.
• CMS may validate all claims made in a proposal.
• CMS may cancel an award if the recommended supplier engaged in corrupt or fraudulent practices, including collusive bidding.
• Proposals and information received are not returned, and no correspondence on submissions will be entered into.
• CMS is not liable for bid preparation costs.

Rejection grounds

• Conviction of fraud, corruption, collusion or a related offence in the past five years.
• Submission of false or misleading information in any procurement process.
• Listing on the National Treasury restricted bidders or tender defaulters database.
• Past conduct posing a significant reputational or operational risk, even where technical and price criteria are met.
• Non-compliance with tax obligations, or a fraudulent tax clearance certificate.

Confidentiality

• Information relating to submissions is treated in strict confidence.

Phase 1 — mandatory criteria

• Assesses eligibility and prior experience; a bid that fails is not evaluated on price or specific goals.

Phase 2 — price and specific goals

• Evaluated under the 80/20 preference point system in terms of the PPPFA Regulations.
• Price: 80 points, based on a detailed budget breakdown.
• Specific goals: 20 points, made up of Historically Disadvantaged Individuals (5), size of company (3), black woman-owned enterprise (5), ownership by people with disabilities (3) and ownership by youth under 35 (4).
• Goal points are claimed on SBD 6.1 with supporting proof; unclaimed or unproven goals score zero.