Supply, delivery and installation of office furniture at p1000 building, necsa site

The South African Nuclear Energy Corporation (Necsa) requires a service provider to supply, deliver and install office furniture at its P1000 Building on the Necsa site, Pelindaba. The scope includes seating, desks, tables, filing cabinets and televisions as per the specification. The site is a National Key Point with restricted access; installation will occur in a radiological area (white contamination and radiation). Bidders must comply with Necsa SHEQ requirements, quality requirements, and confidentiality obligations.

Closing date: 25 November 2026 at 11:00 am

Bid validity period: 90 days from closing date

Clarification questions: must be sent at least 3 working days before closing date

No briefing or site visit mentioned in the document.

Enquiries:

• Contact: Mr Buyani Nsibande
• Email: [email protected]
• Telephone: +27 (0) 12 305 6072

Submission address:

Necsa Gate 3

R104 Elias Motsoaledi Street (Church Street West Ext)

Pelindaba

Brits Magisterial District

Madibeng Municipality

North West

0240

Submission method: deposit in the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits Magisterial District, Madibeng Municipality, North West, 0240. Envelope size limited to 400mm x 100mm x 150mm. International suppliers may email to [email protected].

Required copies: two hard copies (one original and one copy) and one electronic copy (disk or memory stick) for each envelope.

Envelope One (Technical Proposal): no pricing information; include cover letter, signed Declaration of Compliance, table of contents, all pages initialled.

Envelope Two (Pricing Proposal): include all compulsory returnable documents, all costing typed and signed (no handwritten pricing).

Returnable forms (complete and sign each):

• SBD 1: Invitation to Bid cover page.
• SBD 3.1: Pricing Schedule – Firm Prices.
• SBD 4: Declaration of Interest.
• SBD 6.1: Preference points claim form.
• SBD 7.1: Contract Form – Purchase of Goods/Works.
• Necsa Safety, Health and Environmental Requirements for contractors.
• Necsa Alcohol and Drug Control Policy.
• Necsa Confidentiality Agreement.
• Necsa Terms and Conditions of Contract.
• POPIA Data Processing Agreement (FIN-SCM-AGR-0002).
• Proof of consortium/joint venture agreement if applicable.
• SARS tax pin.
• Valid COIDA certificate.
• Valid CIDB SI 3 grading.

Bids must be in English. All pages must be initialled by the signatory. Late bids will not be considered. Failure to include required documents may lead to disqualification.

Pre-qualification (hurdle) requirements — any failure leads to automatic disqualification:

• Valid COID Letter of Good Standing from Department of Labour.
• Completed company information.
• Letter of confirmation on company letterhead that a sample (as per Appendix A W621) will be provided before appointment if successful.
• Minimum 12-month manufacturer's warranty including replacement, repair and maintenance of faulty furniture.

Technical/Functional evaluation (minimum qualifying score: 80 out of 100; below = non-responsive):

• Compliance to Bill of Quantities: proposal addressing all specified requirements of P&I-PMO-SPE-0001 (25 points).
• Project plan/schedule: detailed level 5 tier Microsoft Project schedule covering manufacturing, supply, installation to handover, with activities (WBS), timelines, resources, logical sequence, critical path (25 points). Scoring reduces for fewer aspects demonstrated.
• Company experience: list of similar projects in past 5 years, each over R500K, with references; 5 or more references = 50 points, 4 = 25, 3 = 10, 2 or fewer = 0.

Preference point system: 80/20 system (goods value R30,000 up to R50 million). Price scores out of 80 using formula Ps = 80 × (1 − (Pt − Pmin)/Pmin). Specific goal (black ownership) scores out of 20 as per table: 100% black ownership = 20 points; >51% but <100% = 15; >40% but <51% = 10; >0% but <40% = 5; 0% black ownership = 0. Evidence: BBBEE certificate/sworn affidavit or company registration documents showing ownership percentages. Bidders failing to submit proof of specific goal score 0 for that goal. Contract awarded to highest overall scorer, subject to market-related price checks.

Supply, delivery and installation of office furniture for Building P1000 at the Necsa site, per Specification No. P&I-PMO-SPE-0001 Rev 1.

Seating:

• High-back ergonomic chair with headrest (9)
• High-back ergonomic chair (29)
• High-back office chair, bonded leather (20)
• Sleigh base visitor chair (18)
• Dining chair, polypropylene shell, turquoise (12)
• Bar stool, polypropylene, turquoise (3)
• Occasional chair, Softie Warm Grey (2)
• Occasional chair, Softie Pale Teal (4)
• 2-seater couch, 2100x800mm, Warm Grey (3)
• Modular couch, 1000x800mm, storm grey (5)

Desks and tables:

• Laminate top desk with power outlets, Kalapana peen (9)
• 2-way cluster desks, Folkstone Grey, with screens (5)
• Standing desk, 1200x600x1100mm (15)
• 4-way cluster desks (3)
• Reception desk as per W620 (1)
• 8-seater meeting table, 2400x1200mm (1)
• 12-seater meeting table, 4200x1600mm (1)
• Round coffee table with glass top, 450mm Ø (4)
• Round coffee table with Melawood top, 900mm Ø (3)
• Square dining table, 800x800mm (8)
• Granite top table, 3000x400mm (1)

Filing cabinets:

• 2-door filing unit (12)
• 4-door filing unit (3)
• Server unit (1)

Miscellaneous:

• Floating shelf, 1500x230mm (4)
• 77" Samsung S90D OLED TV or equal (2)
• 55" Samsung QEF1 QLED TV or equal (4)

All items require installation. The bidder must identify and include any obvious omissions from the scope in their price. Delivery and final dates to be negotiated post-award.

Pricing: firm prices (SBD 3.1). Hourly labour rates to include all overheads and allowances (bonus, overtime, transport, subsistence, insurance, leave, training levy, etc.). Bid security, bonds, retention, or payment terms not stated.

The contract is subject to market-related price verification; if the highest-scoring price is not market-related, Necsa may negotiate with successive bidders or cancel.

Mandatory compliance (automatic disqualification if not met):

• Valid COID Letter of Good Standing from Department of Labour.
• Valid CIDB grading SI 3.
• SARS tax pin.
• Completed company information as per clause 7.
• Confirmation letter of sample provision.
• 12-month manufacturer's warranty.

B-BBEE: proof required for specific goal points (BBBEE certificate or sworn affidavit showing ownership levels). The specific goal is based on black ownership percentage.

Other compliance: POPIA Data Processing Agreement (FIN-SCM-AGR-0002) to be signed; Necsa site access requirements include valid SA ID or passport (foreign citizens submit passport copy at least 4 weeks before site entry).

Returnable documents must be completed and submitted with the quotation. Specific forms and submission method are not stated in this document. All bids must include a valid original SARS tax clearance certificate.

Bidders must have a valid original SARS tax clearance certificate before award. No contract is concluded with a bidder whose tax matters are not in order. The service provider must provide a warranty of 12 months (or 18 months from date of shipment, whichever ends earlier) on goods supplied. The service provider must accept a possible 10% retention fee. The service provider must comply with confidentiality obligations under the Nuclear Energy Act, 1999. Bidders must not have a conflict of interest or be insolvent. Bidders must be a legal entity capable of entering into a contract.

The scope of this contract is the supply, delivery and installation of office furniture at the P1000 building at the NECSA site. Specific quantities, models, or layout details are not provided in this document.

The pricing schedule is specified as Annexure "E" of the Service Level Agreement. Pricing format details (fixed, schedule of rates, etc.) are not given. Payment terms are as described in financialRequirements.

Fees: paid as set out in the Pricing Schedule (Annexure "E" of the SLA).

• Payment only after full performance and acceptance of deliverables.
• Monthly statement must be submitted by the last day of the month, with original invoice and supporting documents.
• Payment within 30 days after a correct statement is received, by electronic bank transfer.
• Retention fee: NECSA may deduct a retention fee of 10% of the contract value; paid to the service provider within 3 months after receipt of all goods/services and issue of an acceptance certificate.
• If labour costs for installation are on a recovery basis, a monthly statement is required; payment within 30 days if correct.

Tax clearance: A valid original SARS tax clearance certificate must be submitted before award; no contract with a bidder whose tax affairs are not in order.

• Warranty: Goods must be new, unused, of most recent models, free from defects in design, materials or workmanship; warranty valid 12 months after delivery and acceptance, or 18 months after shipment, whichever is earlier.
• Insurance: Goods must be fully insured against loss or damage incidental to manufacture, transportation, storage and delivery.
• Confidentiality: All staff with access to NECSA information must be aware of Section 51 of the Nuclear Energy Act, 1999, and must sign confidentiality agreements.