Water quality management services – highveld region (6 months)

Closing date: 03 November 2026 at 12:00 PM

RFQ issue date: 19 October 2026

RFQ validity period: 60 days from closing date

Technical/Specification queries:

• Contact: Jeanette
• Email: [email protected]
• Telephone: 063 705 1530

Submission:

• Email: [email protected]

Client address (for communications):

Komatiland Forests SOC Ltd

Mbombela Office

20 Paul Kruger Street, Absa Square Building

Mbombela, 1200

Submission method: email

Submission email: [email protected]

Use the RFQ number and description in the subject line of the email.

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

• Fully completed and signed RFQ document.
• Official quotation on company letterhead.
• Latest tax clearance (SARS PIN or Tax Clearance Certificate).
• Latest B-BBEE certificate (SANAS accredited) or sworn affidavit for EME/QSE.
• CSD report or MAAA number.
• Supplier Code of Conduct (confirm reading and adherence).
• Completed and signed NEC document.
• All other supporting documents.

Disqualification risks:

• Late or incomplete submissions.
• Non-compliant tax status at time of award (7 working days to rectify, then disqualification).
• Fraudulent, factually untrue or inaccurate information.
• False declarations on Standard Bidding Documents.
• Listed on National Treasury's Database of Restricted Suppliers and Defaulters.
• Failure to quote in line with the specification.

Evaluation phases:

Phase 1 – Administrative Compliance: full completion of RFQ, all SBD forms, tax compliance proof, company registration documents, B-BBEE certificate or sworn affidavit, CSD registration (or register within 7 working days of award), and fully completed and signed NEC document.

Phase 2 – Mandatory Evaluation: proof of SANAS registration for chemical analysis (in bidder's name or valid agreement with SANAS-accredited third-party laboratory), valid Letter of Good Standing with the Compensation Commissioner (COID Act), and two reference letters demonstrating past experience in water quality management services (using prescribed template or client's letterhead; must conform to format or deemed invalid).

Phase 3 – Price and Specific Goals (80/20 system):

• Price: 80 points
• Specific Goals: 20 points
• Total: 100 points

Specific goals (only 51% and above Black Owned entities claim 20 points):

• 51% and above Black Owned: 20 points

Required proof for specific goals: CIPC registration documents, valid B-BBEE certificate/sworn affidavit, South African Identification Document.

Only bids that pass Phases 1 and 2 proceed to Phase 3.

Scope: Water quality management for various business units in the Highveld region for a period of six (6) months.

Deliverables:

• Provision of a simple chemical dosing mechanism.
• Filtration systems.
• Supply and topping up of water treatment chemicals (must be SABS approved).
• Sampling and submitting water samples to reputable scientific laboratories.
• Analysing laboratory results and implementing corrective measures where deviations occur.
• Submitting results to business units and Infrastructure section.
• Residual chemical tests on the day of sampling.

Sites (South Region):

• Belfast (8km from Belfast) – potable water (Vukuzenzele, Office Complex, Pan Complex)
• Lakenvlei (13km from Belfast) – potable water, septic tank
• Berlin (34km from Nelspruit) – potable water, sewer
• Brooklands (40km from Nelspruit) – potable water (Rosehaugh)
• Jessievale (60km from Ermelo) – sewer, potable water (Emzimhlophe, Redhill)
• Nelshoogte (65km from Nelspruit) – sewer, potable water
• Ngome (45km from Nongoma) – potable water
• Roburnia (16km from Amsterdam) – potable water (Blairmore, Roburnia office, PM house)
• Uitsoek (55km from Nelspruit) – potable water (Lisbon Complex, Offices and village)

Package Treatment Plants (Part 2):

• Nelshoogte Plantation (65km from Nelspruit) – potable water
• Brooklands Plantation (40km from Nelspruit) – potable water
• Uitsoek Plantation (55km from Nelspruit) – potable water
• Swartfontein (18km from White River) – potable water

Sampling and testing requirements:

• All activities in accordance with SANS 241 edition 6.1.
• Grab sampling monthly for bacteriological parameters; full analysis quarterly for potable water.
• Sewer sampling: full analyses including chemical tests monthly.
• Additional tests where non-conformance is evident.
• SAFCOL has the right to send samples to another laboratory for quality control.

Reporting:

• Monthly laboratory test results to responsible business unit and Infrastructure section.
• Reports to Plantation Managers and Senior Manager: Property and Infrastructure maintenance.
• Reports must include risks (operational, aesthetic, chronic health, acute health), non-conformances, recommendations, and trend graphs.
• Reports on letterhead of accredited laboratory.

Legislative compliance: National Health Act, Water Act, SANS 241, relevant ISO standards.

Provide controllable dosing system, water test results from reputable scientific laboratory, implement recommendations on full scope analysis in case of deviation, and provide guidance where scope limited to sampling and testing for both potable water and wastewater. Chemicals must be SABS approved. Dosing apparatus must allow dosage adjustments. Undertake residual chemical tests on day of sampling. For Packaged Water Treatment Plants, sample, analyse results, and make dosage recommendations. Monthly laboratory test results to business unit and Infrastructure section. Travelling grouped: plantations less than 100km apart grouped in one trip. Sampling: monthly grab for bacteriological, quarterly full analysis for potable water; monthly full analyses for sewer. Additional tests where non-conformance evident. SAFCOL may send samples to another laboratory for quality control.

Bidders must demonstrate past experience in water quality management services by attaching two reference letters using prescribed template or client's letterhead. Information verified; false or misrepresented information may lead to blacklisting and restriction from future government tenders.

Quality control measures in accordance with National Health Act, Water Act, SANS 241, relevant ISO standards and laboratory compliance legislation. Sample analysis includes microbiological determinants (E. coli or faecal coliforms, total coliforms), physical aesthetic determinants (colour, conductivity, odour/taste, total dissolved solids, turbidity, pH), and chemical determinants (macro and micro) with specified risk categories and standard limits. Reports must include risks, non-conformances, recommendations, and trend graphs, on accredited laboratory letterhead.

Price List in two parts: Part 1 for work described in Scope not requiring Task Orders; Part 2 for work on Task-by-Task basis. Contractor enters rate for each item and multiplies by expected quantity to produce Price. If payment not adjusted for quantity changes, enter amount in Price column only. All prices shown excluding VAT unless instructed otherwise. Offered total of Prices exclusive of VAT, VAT @ 15%, and inclusive of VAT to be filled in.

Pricing format: NEC4 Term Service Short Contract (TSSC4) – Price List in two parts:

• Part 1: work described in Scope not requiring Task Orders.
• Part 2: work on a Task-by-Task basis instructed by Task Order.

Contractor enters a rate for each item and multiplies by expected quantity to produce the Price.

All prices to be shown excluding VAT unless instructed otherwise.

Offered total of Prices exclusive of VAT, VAT @ 15%, and inclusive of VAT to be filled in.

Contract terms:

• Service period: six (6) months.
• Starting date: one day after Contractor receives fully completed contract.
• Interest on late payment: prime lending rate of ABSA Bank.
• Liability for loss/damage to Client's property limited to lesser of R100,000 or 20% of total contract value.
• Disputes: Adjudicator from ICE-SA Panel of NEC Adjudicators; arbitration under Association of Arbitrators (Southern Africa) rules, held anywhere in South Africa.

Special conditions:

• Accepted RFQs communicated by official purchase order or promissory note; no work before receipt.
• All prices firm and inclusive of VAT.
• SAFCOL may request a discount from highest-scoring provider.
• SAFCOL reserves right not to make an appointment.

Mandatory compliance:

• Tax compliance with SARS (SARS PIN or Tax Clearance Certificate); verified via CSD or SARS e-Filing; 7 working days to rectify if non-compliant.
• CSD registration (or register within 7 working days of award).
• Company registration documents (CIPC).
• B-BBEE certificate (SANAS accredited) or sworn affidavit for EME/QSE.
• SANAS accreditation for chemical analysis (in bidder's name or valid agreement with SANAS-accredited third-party laboratory).
• Valid Letter of Good Standing with Compensation Commissioner (COID Act).
• Two reference letters demonstrating past experience in water quality management.
• Joint ventures: consolidated BEE certificate required.

Standard forms (compress):

• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with procuring institution; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific goals points under 80/20 system.
• NEC4 Term Service Short Contract: signed as contract form.

Service provider responsible for medical assessment, relevant qualifications and induction of its employees. Must comply with Compensation Commissioner registration (COID Act) and provide valid Letter of Good Standing.

Contract governed by NEC4 Term Service Short Contract (TSSC4) June 2017 (with amendments October 2020). Service period: six months, starting one day after Contractor receives fully completed contract. Interest on late payment: prime lending rate of ABSA Bank. Contractor's liability for loss/damage to Client's property limited to lesser of R100,000 or 20% of total contract value. Disputes referred to Adjudicator from ICE-SA Panel of NEC Adjudicators; arbitration under Association of Arbitrators (Southern Africa) rules, held anywhere in South Africa. Client: Komatiland Forests SOC Ltd (KLF).

Accepted RFQs communicated by official purchase order or promissory note signed by duly authorised official. No goods or services prepared or delivered before such order received. All prices firm and inclusive of VAT. Lowest or any offer not necessarily accepted; SAFCOL reserves right to accept any offer in full or in part. Offer binding during validity period. SAFCOL may request discount from highest-scoring provider. SAFCOL reserves right not to make an appointment.

Mandatory requirements: SANAS registration for chemical analysis (in bidder's name or valid agreement with SANAS-accredited third-party laboratory), valid Letter of Good Standing with Compensation Commissioner (COID Act), and two reference letters demonstrating past experience in water quality management. Information verified; false information may lead to blacklisting.

Evaluation in three phases: Phase 1 Administrative Compliance (completion of RFQ, SBD forms, tax compliance, company registration, B-BBEE certificate, CSD registration, NEC document). Phase 2 Mandatory Evaluation (SANAS accreditation, COID registration, reference letters). Phase 3 Price and Specific Goals: Price 80 points, Specific Goals 20 points (80/20 system). Specific goals: 51% and above Black Owned entities – 20 points. Required proof documents for points allocation include CIPC registration, B-BBEE certificate/sworn affidavit, SA ID, doctor's letter for disability, proof of residence for RDP goals.