The supply, delivery, install and commission of solar panels at arc ovr campus

{"closingDate":"06 July 2026","closingTime":"11:00 am","briefingSession":"{\"date\":null,\"time\":\"11h00am\",\"venue\":null,\"is_compulsory\":true}"}

Date: 18 June 2026 at 11:00am Compulsory OVR Campus 100 Old Soutpan Road (M35) Private Bag X05 Session 0110 N.B: Bidders who are fifteen (15) minutes late - 11:15 am will not be allowed to enter the ARC Premises for the compulsory briefing session. Participants are requested to ensure that the person who would be authorised to complete the bid documents also attend the Information session; It is the responsibility of the bidder to attend the compulsory information session and/or site briefing.

{"name":"Ms Fisokuhle","email":"[email protected]","phone":null,"department":"Any tender documentation-related enquiries arising from this request must be forwarded to both","address":"r Supply Chain Management"}

each page, and the declaration signed in full. accredited agency/ certified Sworn Affidavit. affidavit will not lead to disqualification at phase 1 of the evaluation. However, it will award a zero point at phase 4 when price and preference is scored. Treasury (CSD) on National Treasury Central Supplier. SCM - SBD 1 - Invitation to Completed and signed SCM - SBD 1 - Yes No. SCM - SBD 4 - Bidders' Completed and signed SCM - SBD 4 - Yes No Disclosure Bidder's Disclosure SCM - SBD 6.1 - Completed and signed SCM - SBD 6.1 - Yes No Preference Points Claim Preferential Procurement Procurement Regulations 2022 Regulations 2022. Diseases COIDA diseases (COIDA) Should a valid certificate not be available at the time of tender, a valid certificate will be required with successful bidder/s prior to appointment Joint Venture Signed, dated Joint Venture Agreement - if Yes No applicable (to be signed by all parties, indicating the responsibilities of each partner and who the lead partner will be, and which partner is authorised to sign these documents). NB. Only Bidders who indicate 'YES' and provide supporting documents for all the Mandatory requirements will be considered for further evaluation. 70% (70 points) of the mark for Quality and Functionality will be eliminated from further consideration. FUNCTIONALITY: 1 = POOR; 2 = FAIR; 3 = AVERAGE; 4 = GOOD; 5 = EXCELLENT. Bidder with at least 1 RECOMMENDATION LETTER(s) for similar projects over R500 000. Bidder with at least 2 RECOMMENDATION LETTER(s) for similar projects over R1 000 000 combined. Bidder with at least 3 RECOMMENDATION LETTER(s) for similar projects over R2 000 000 combined. 40 Bidder with at least 4 RECOMMENDATION LETTER(s) for similar projects over R3 000 000 combined. Bidder with at least 5 RECOMMENDATION LETTER(s) for similar projects over R4 000 000 combined. NB: Please note that NO Appointment Letters or Purchase Orders will be accepted as proof of successful completion. Schedule D - Project Plan The bidder shall provide a detailed level 5 tier project schedule on a Gantt Chart, (refer to the specifications and BOQ and the scope of works for details) through to handover. Schedule shall include the following aspects: All activities / work breakdown structure above Timelines with estimated completion dates Resources to be used Logical sequence of activities Schedule must include critical path. 1 Point = No project plan submitted on a Gantt Chart 1 2 Points = Project plan submitted with only one (1) aspect as stated on a Gantt Chart. 3 Points = Project plan submitted with only two (2) aspects as stated on a Gantt Chart. . 4 Points = Project plan submitted with only three (3) aspects as stated on a Gantt Chart. 5 Points = Project plan submitted with all aspects as stated on a Gantt Chart. That is a logical plan with all activities' start and end dates listed, as well as resources and teams implmenting indicated at each stage. Downtime and other cricital evaluations for sign off indicated.

The Agricultural Research Council (ARC) is a Research Science and Technology institution of

excellence in South Africa, which operates within the National System of Innovation. The ARC has a

mandate for innovative and creative agricultural research, technology development and transfer aimed at

the advancement of South African agriculture.

3.1 Background

The Agricultural Research Council (ARC) is a Research Science and Technology institution of

excellence in South Africa, which operates within the National System of Innovation. The ARC has

a mandate for innovative and creative agricultural research; technology development and transfer

aimed at the advancement of South African agriculture. It was established with the advent of an

insecure and inconsistent national power grid (loadshedding), that the integrity of the power

solutions for the ARC is at risk and needs to be protected.

It has furthermore been noted that the on-going expenditure on energy throughout the portfolio is

currently considered exorbitant. This situation has necessitated the requirement for the development

of an energy management plan to address the risks and prioritisation of energy investment and

management in the property portfolio. It is out of this background that the Council made funds

available for the implementation and installation of Solar energy. The ARC Executives decided that

OVR be granted funds to implement OVR Solar Project and the two buildings were identified namely

Residue and EPV based on their high energy consumption. It is important to emphases that the

Solar energy will be a primary source of energy for Residue and EPV, the City of Tshwane (CoT)

Electricity and Generator diesel powered energy will be used as backup.

The Agricultural Research Council is looking for a service provider to assist the institution with the

supply, delivery, installation and commissioning of a new Solar panel for the Residue Laboratory and

EPV Laboratory situated on the ARC’s Onderstepoort Campus. The envision solution is a new solar

system with the appropriate battery backups to manage the critical equipment within the building during

power failures and all the required accessories, wiring, breakers, etc. The solution must be grid tied and

11 Initial..........

accept emergency generator supply and enable continued operations of critical equipment using the PV

panels and/or batteries, whether there is generator or grid supply or not. The solution must include load

partitioning to accommodate supply to normal and emergency/critical circuits, with critical circuits

prioritised when grid or generator supplies are not available. Any additional PV generated should be

supplied to the standard circuits. The priorities are critical/emergency (always – battery, PV, generator,

and grid), and then standard supply (sufficient PV and grid are available).

Residue and EPV Labs are Currently both on emergency power supplies with a diesel generator backup.

Residue Lab-

An energy audit indicated a maximum power consumption of 44kW, on a 30oC maximum day, with an

average draw of ±25kW during the daytime. The Emergency supply accounts for 80% of the daily usage,

with ±400 kWh vs ±100kWh (standard). Daytime vs nighttime usages are ±310kWh vs ±200kWh, with a

total daily usage of ±480 – 510kWh weekdays. A typical weekday has a bell-shaped power usage

pattern which is typical of an office-type business and in line with a solar photovoltaic (PV) system. The

work also includes transferring some standard circuits to the emergency circuits.

EPV Lab -

An energy audit indicated a maximum power consumption of 44kW, on a 30oC maximum day, with an

average draw of ±25kW during the daytime. The Emergency supply accounts for 80% of the daily usage,

with ±400 kWh vs ±100kWh (standard). Daytime vs nighttime usages are ±310kWh vs ±200kWh, with a

total daily usage of ±480 – 510kWh weekdays. A typical weekday has a bell-shaped power usage

pattern which is typical of an office-type business and in line with a solar photovoltaic (PV) system. The

work also includes transferring some standard circuits to the emergency circuits.

To ensure that all respondents are afforded the opportunity to compete on an equal footing and also to

enable ARC to evaluate the bids received on an equal basis, the bid evaluation process described below

will be followed by ARC.

All bid proposals received will be evaluated in accordance with the following phases.

 PHASE ONE (1): Administrative Compliance

 PHASE TWO (2): Mandatory Requirements

 PHASE THREE (3): Functionality Scoring Criteria (100 points)

 PHASE FOUR (4): Price and Specific Goals

6.1 Phase one (1): administrative compliance

All submissions will be examined to determine compliance with procurement requirements and

conditions.

Description Requirement Circle ‘Yes’

of Appendix if uploaded

RFP Document A duly authorised representative must initial Yes No

each page, and the declaration signed in full

Completed Technical Fully completed and signed Pricing schedule Yes No

Specifications and Pricing

Tax Pin An original and Tax Clearance Certificate with Yes No

a valid Tax Pin

B-BBEE Certification A valid B-BBEE certificate from a SANAS Yes No

accredited agency/ certified Sworn Affidavit

Non-submission of a BEE certificate or an

affidavit will not lead to disqualification at

phase 1 of the evaluation. However, it will

award a zero point at phase 4 when price and

preference is scored.

Registration National Provide a copy of the full report of registration Yes No

Treasury (CSD) on National Treasury Central Supplier

Database.

SCM - SBD 1 - Invitation to Completed and signed SCM - SBD 1 - Yes No

Bid Invitation to Bid

SCM - SBD 4 – Bidders’ Completed and signed SCM - SBD 4 – Yes No

Disclosure Bidder’s Disclosure

SCM - SBD 6.1 - Completed and signed SCM - SBD 6.1 - Yes No

Preference Points Claim Preference Points Claim

Form in terms of the Form in terms of the Preferential

Preferential Procurement Procurement Regulations 2022

Regulations 2022

Compensation For A valid Letter of Good Standing of Yes No

Occupational Injuries and compensation for occupational injuries and

Diseases COIDA diseases (COIDA) Should a valid certificate not

17 Initial..........

be available at the time of tender, a valid

certificate will be required with successful

bidder/s prior to appointment

Joint Venture Signed, dated Joint Venture Agreement – if Yes No

applicable (to be signed by all parties,

indicating the responsibilities of each partner

and who the lead partner will be, and which

partner is authorised to sign these documents).

6.2 Phase two (2): mandatory requirements

Description Requirement Circle ‘Yes’

of requirement if uploaded

Compulsory Site Briefing Bidders must attend the compulsory site briefing. Yes No

CIDB Grading Bidders should provide CIDB Grade 5EP or Higher Yes No

Inverter Inverter must be approved to NRS 097-2-1. Yes No

NB. Only Bidders who indicate ‘YES’ and provide supporting documents for all the Mandatory

requirements will be considered for further evaluation.

18 Initial..........

6.3 Phase three (3): evaluation criteria (100 points)

With regard to technicality/functionality, the following criteria are applicable. Bidders that score less than

70% (70 points) of the mark for Quality and Functionality will be eliminated from further consideration.

The maximum points of each criterion are indicated in the table below:

The following values/ indicators will be applicable when evaluating weight

2. Supply, delivery, 1 R R

commission and install

Solar Panels for EPV Lab

all-inclusive as per the

3. Training with competency 4 R R

certificate with competency

certificate.

4. Contingency 10%

Total Value Excluding VAT R

VAT (15%) r

Total Value Including VAT R

23 Initial..........

Sbd 1

Part a

Invitation to bid

You are hereby invited to bid for the requirements of the (agricultural research

Council)

Closing closing

BID NUMBER: ARC/01/04/2026-2 DATE: 06 July 2026 TIME: 11:00

The appointment of an experienced and accredited service provider for the

Description supply, delivery, install and commission of solar panels at arc ovr campus.

CIDB grading: 5ep or higher

Bidding procedure enquiries may be directed technical enquiries may be

To: directed to:

Contact contact

PERSON Fisokuhle Dlamini PERSON Ms Emmy Galane

Telephone telephone

Number 011 545 0940 number 012 529 9316

E-mail

E-MAIL ADDRESS [email protected] ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT

Registration

Number

Supplier tax compliance central

Compliance system pin: supplier

Or

Status database

No: MAAA

B-bbee status tick applicable box] b-bbee status [tick applicable

Level level sworn box]

Verification affidavit

CERTIFICATE Yes No

Yes

No

24 Initial..........

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs)

Must be submitted in order to qualify for preference points for b-bbee]

Are you the are you a

ACCREDITED FOREIGN BASED Yes No

Representative supplier for

In south africa the goods [if yes, answer

FOR THE GOODS Yes No /SERVICES THE

/Services /works questionnaire

/Works [if yes enclose proof] offered? Below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)?

Yes NO

Does the entity have a branch in the RSA?

Yes NO

Does the entity have a permanent establishment in the RSA?

Yes NO

Does the entity have any source of income in the RSA?

Yes NO

Is the entity liable in the RSA for any form of taxation?

Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register

For a tax compliance status system pin code from the south african revenue

Service (SARS) and if not register as per 2.3 Below.

25 Initial..........

Part b

Terms and conditions for bidding

1. Bid submission:

1.1. BIDS MUST BE SUBMITTED ELECTRONICALLY ON https://purcosa.co.za/ .

Late bids will not be accepted for consideration.

1.2. All bids must be submitted on the official forms provided–(not

To be re-typed) or in the manner prescribed in the bid

Document.

1.3. This bid is subject to the preferential procurement policy

Framework act, 2000 and the preferential procurement

Regulations, 2017, the general conditions of contract (gcc)

And, if applicable, any other special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a

Written contract form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal

Identification number (pin) issued by SARS to enable the organ

Of state to verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via

E-filing through the SARS website www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together

With the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are

Involved, each party must submit a separate tcs certificate /

Pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on

The central supplier database (csd), a csd number must be

Provided.

2.7 NO bids will be considered from persons in the service of the

State, companies with directors who are persons in the

Service of the state, or close corporations with members

Persons in the service of the state.”

Signature of bidder: ...................................................

Capacity under which this bid is signed:................................................

(Proof of authority must be submitted e.g. Company Resolution)

Date: ...................................................

Nb: failure to provide any of the above particulars may render

The bid invalid.

26 Initial..........

Any enquiries regarding the technical questions and bidding

Procedure may be respectively directed to:

Contact Person: Ms Emmy Galane

Tel: 012 529 9316

E-mail address: [email protected]

Contact Person: Fisokuhle Dlamini

Tel: 011 545 0965

E-mail address: [email protected]

All technical enquiries must be forwarded in writing to the above-mentioned, who will act

as communicator between the Bidder and ARC to ensure that all Bidders receive the same

information.

27 Initial..........

Sbd 2

Tax clearance certificate requirements

It is a condition of bid that the taxes of the successful bidder must be in order, or

that satisfactory arrangements have been made with South African Revenue Service

(SARS) to meet the bidder’s tax obligations.

1. In order to meet this requirement, bidders are required to complete in full the

attached form TCC 001 “Application for a Tax Clearance Certificate” and submit it

to any SARS branch office nationally. The Tax Clearance Certificate Requirements

are also applicable to foreign bidders/individuals who wish to submit bids.

2. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid

for a period of 1 (one) year from the date of approval.

3. The original Tax Clearance Certificate must be submitted together with the bid.

Failure to submit the original and valid Tax Clearance Certificate will result in the

invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be

acceptable.

4. In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party

must submit a separate Tax Clearance Certificate.

5. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are

available from any SARS branch office nationally or on the website

www.sars.gov.za

6. Applications for the Tax Clearance Certificates may also be made via eFiling. In

order to use this provision, taxpayers will need to register with SARS as eFilers

through the website www.sars.gov.za.

28 Initial..........

Sbd 3.3

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices

(Including prices subject to rates of exchange

Variations) will not be considered

In cases where different delivery points influence the

Pricing, a separate pricing schedule must be submitted

For each delivery point

Name of bidder.......................................... Bid number ARC/01/04/2026-2

Closing Time: 11:00

Closing Date: 06 July 2026

Offer to be valid for 180 days from the closing date of bid.

______________________________________________________________________

____

Item quantity description bid price in RSA currency

NO. (including VAT)

• Required by: ........................................

• At: ........................................

.......................................

• Brand and model ........................................

29 Initial..........

• Country of origin ........................................

• Does offer comply with specification? *YES/NO

• If not to specification, indicate deviation(s)

........................................

• Period required for delivery ........................................
• Delivery: Firm/not firm

• Delivery basis (all delivery costs must be

Included in the bid price) ........................................

Note: All delivery costs must be included in the bid price, for delivery at the

prescribed destination.

• Delete if not applicable

30 Initial..........

No. of years of specified experience

6.4 Phase three (3): price and specific goals

In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference

points will be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer

will be allocated points based on the goals stated in SBD 6.1 table 1 as may be supported by proof/

documentation stated in the conditions of this tender:

In line with the Preferential Procurement Regulations 2022, a preference point system must be followed,

where:

For contracts with a prescribed Rand value, a maximum of 20 points will be allocated for specific goals

in this bid as follows:

The Preferential Procurement Regulations 2022 includes the implementation of RDP goals as one of the

specific goals, therefore, over and above the awarding of preference points in favour of HDIs, the

activities listed as contributors towards achieving the goals of the RDP (published in Government

Gazette No. 16085 dated 23 November 1994) will also be applied.

Points

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

NB: The above Information will be verified through the CSD (Central Supplier Database) report. In

order to claim points on the BEE Status level, please provide a valid certified copy of the B-BBEE

Certificate or sworn affidavit.

6.5 Preferential criteria

6.5.1 Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to bidders: The bidder must indicate how they claim points for each preference point system).

Specific Goals Percentage Ownership (%) Points (20)

51% owned by HDIs (people who had no 51%+ 6

franchise on national elections prior to

1994)

51% owned by Women 51%+ 4

51% owned by Youth 51%+ 4

21 Initial..........

51% owned by People with Disabilities 51%+ 2

BEE status level: 1 – 4 Level 1-4 2

RDP goal Suppliers located in Gauteng 2

Province (CSD report will be used to

verify the address)

Total points 20

NB: The above Information will be verified through CSD (Central Supplier database) report. In

order to claim points on BEE Status level, please provide a valid certified copy of B-BBEE

Certificate or sworn affidavit.

7. Prices

Bidders shall indicate the basis on which the services will be charged. In this regard the following

information shall be provided:

 Where a Bidder lacks in-house expertise and may have to outsource certain services, the detail

and basis of charges of any such service that may be required must be outlined.

 Bidders’ submissions must reflect the detailed breakdown of the tender price as per the costing

structure.

 Prices must include VAT, if it is applicable and all other costs related to the execution of the

required services.

 The Bidder agrees not to change the price with VAT or any other Tax subsequent to submitting

the tender. This includes subsequent VAT registration.

 All prices quoted are to be in SA Rand and inclusive of Value Added Tax (VAT).

 No change in the prices submitted shall be considered after receipt of response to the Tender

submission within the validity period of the tender.

 Bidders shall ensure that the bid price is fixed for the duration of the project, including escalations.

22 Initial..........

7.1 Pricing schedule summary

Product Category Quantity Unit Price Total Price Excluding

VAT

1. Supply, delivery, 1 R R

commission and install

Solar Panels for Residue

Lab all-inclusive as per the

Submissions Guide at https://purcosa.co.za/online-tender-submissions-guide The Guide includes

information about tender security and integrity.

 We strongly recommend that you:

o Open and review the tender submission page before the deadline day so that you fully

understand what is required.

o Submit your tender files early to avoid last-minute problems and to allow yourself the

opportunity to resubmit if you experience any issues. This is particularly important if your

tender files are large and you are on a slow connection.

 Neither late submissions nor physical delivery of documents shall be accepted.

Functionality:

1 = poor; 2 = fair; 3 = average; 4 = good; 5 = excellent

Schedule A: Key Personnel / Project Team 30

implementation without prior notice to the Employer (ARC-OVR). Any replacement

personnel will have similar or better qualifications. The relevant documents supporting

the team members’ training, years of experience, qualifications and details of

experience, must be added to clearly support the scoring, e.g. qualification and trade

certificates to be attached to claim points. Post qualification experience will be

determined from the date of qualification supported by a certified certificate. A tenderer

who fails to submit a certificate will forfeit the points on experience. An incomplete

team will lead to automatic disqualification.

NOTE: Supporting Documents (CVs & Qualifications) of all key personnel should be

completed as per Schedule A, clearly stating their relevant experience to date.

 Site Manager: A National Diploma in Electrical Engineering and a minimum of

three (3) years of electrical related working experience post qualification.

 Safety Officer: A Safety Qualification and a minimum of three (3) years of

construction related working experience post qualification.

 Carpenter: A Trade Qualification and minimum of three (3) years relevant

work experience post qualification.

1 Point = No information provided.

2 Points = 1 mentioned Key staff personnel with the relevant

experience as listed above.

3 Points = Site Manager and 1 mentioned Key staff personnel with the

relevant experience as listed above.

4 Points = Site Manager and 2 mentioned Key staff personnel with the

relevant experience as listed above.

5 Points = Site Manager and ALL mentioned Key staff personnel with

the relevant experience as listed above.

1.3 Physical compulsory information session:

A physical compulsory Information Session will be facilitated ARC OVR Campus: 100 Old Soutpan

Road (M35) Private Bag X05 ONDERSTEPOORT 0110 on the 18th of June 2026 at 11h00am. The

physical information session will cover the discussion of the tender document, and the site visits will be

held for service providers to assess and provide quotes based on the inspection of the site. Bidders will

be required to complete their information in the attendance register provided at the physical information

session to confirm their attendance. No late arrivals will be allowed, and bidders arriving more than 15

minutes after the information session has commenced will not be permitted to attend.

service provider/s fail to meet the requirements of the bid.

2.21 Site inspection

required to ensure that the completed document with all attachments is submitted on or before the

closing date of the tender. Bid offer to be submitted on the official company letterhead, and detailed

costing must be stipulated. All pricing shall be in South African Rand (ZAR). No price adjustments will

be allowed after the closure of the tender.

2.3 Compliance with general conditions of contract

No alteration, variation or amendment of the Contract (of which this Tender represents the offer) shall be

permitted unless otherwise agreed to in writing. Should the prospective provider, in the case of noncompliance, wish to make any amendments to the conditions stipulated by the ARC in this Tender, which

shall form the offer element of a Contract and if it is accepted by the ARC, then such proposed

amendments shall be clearly stipulated by the prospective provider and where possible stating the

increase or decrease in the cost involved by such proposals. The ARC reserves the right to reject such

submissions.

tied solar system with battery backup, which would include, solar (PV) modules/panels, cable connectors

(MC), solar cable, DC junction boxes, grid tied PV inverter(s), batteries, DC cables, data loggers,

distribution boards, communication cables, etc.

An energy audit recommended a 44 - 66kWhp PV hybrid system with 90-180kWh Li-Ion battery storage,

managed by power management system that links two (2) 100kW 3-phase hybrid inverters.

We’ve specified the lower end solution, but request bidders to provide additional pricing (as optional) to

increase parts of, or even the whole system, should funding allow. Additionally, the minimum offer must

7.1 Pricing schedule summary

Sbd 3.3

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices

(Including prices subject to rates of exchange

Variations) will not be considered

Bid Bond: performance guarantees workmanship warranties and insurances are

required:

 The PV modules must have 25 years linear power warranty (down to 80% capacity) and a12 -

year manufacturing warranty (based on pro-rata degradation)

 5 - year product warranty on inverters extended to 10 - years.

 10 - year product warr

Specific Goals Percentage Ownership (%) Points (20) 51% owned by HDIs (people who had no franchise on national elections prior to 1994) 51%+ 6 51% owned by Women 51%+ 4 51% owned by Youth 51%+ 4 51% owned by People with Disabilities 51%+ 2 BEE status level: 1 - 4 Level 1-4 2 RDP goal Suppliers located in Gauteng Province (CSD report will be used to verify the address) 2 TOTAL POINTS 20 NB: The above Information will be verified through CSD (Central Supplier database) report. In order to claim points on BEE Status level, please provide a valid certified copy of B-BBEE Certificate or sworn affidavit.

and any other documents that the bidder wishes to supply to substantiate or clarify specific aspects in

the proposal.

2.7 Documents comprising the proposal

2.22.4 In responding to this bid, the ARC acknowledges that it will obtain and have access to personal

information of the bidder/respondent. The ARC agrees that it shall only process the information disclosed

by the bidder/respondent in their response to this bid for the purpose of evaluation and subsequent

award of the tender and in accordance with any applicable law.

3. Introduction

The Agricultural Research Council (ARC) is a Research Science and Technology institution of

excellence in South Africa, which operates within the National System of Innovation. The ARC has a

mandate for innovative and creative agricultural research, technology development and transfer aimed at

the advancement of South African agriculture.

3.1 Background

The Agricultural Research Council (ARC) is a Research Science and Technology institution of

excellence in South Africa, which operates within the National System of Innovation. The ARC has

a mandate for innovative and creative agricultural research; technology development and transfer

aimed at the advancement of South African agriculture. It was established with the advent of an

insecure and inconsistent national power grid (loadshedding), that the integrity of the power

solutions for the ARC is at risk and needs to be protected.

accept emergency generator supply and enable continued operations of critical equipment using the PV

panels and/or batteries, whether there is generator or grid supply or not. The solution must include load

partitioning to accommodate supply to normal and emergency/critical circuits, with critical circuits

prioritised when grid or generator supplies are not available. Any additional PV generated should be

supplied to the standard circuits. The priorities are critical/emergency (always – battery, PV, generator,

and grid), and then standard supply (sufficient PV and grid are available).

An energy audit indicated a maximum power consumption of 44kW, on a 30oC maximum day, with an

average draw of ±25kW during the daytime. The Emergency supply accounts for 80% of the daily usage,

with ±400 kWh vs ±100kWh (standard). Daytime vs nighttime usages are ±310kWh vs ±200kWh, with a

total daily usage of ±480 – 510kWh weekdays. A typical weekday has a bell-shaped power usage

pattern which is typical of an office-type business and in line with a solar photovoltaic (PV) system. The

work also includes transferring some standard circuits to the emergency circuits.

An energy audit indicated a maximum power consumption of 44kW, on a 30oC maximum day, with an

average draw of ±25kW during the daytime. The Emergency supply accounts for 80% of the daily usage,

with ±400 kWh vs ±100kWh (standard). Daytime vs nighttime usages are ±310kWh vs ±200kWh, with a

total daily usage of ±480 – 510kWh weekdays. A typical weekday has a bell-shaped power usage

pattern which is typical of an office-type business and in line with a solar photovoltaic (PV) system. The

work also includes transferring some standard circuits to the emergency circuits.

Requirements:

situated on the ARC’s Onderstepoort Campus. The envision solution is a new solar system capable to

carry the building emergency and standard loads, with the appropriate battery backups to manage the

critical/emergency equipment within the building during power failures.

critical equipment using the PV panels and batteries, whether there is generator or grid supply or not. The

solution must include load partitioning to accommodate supply to normal and emergency/critical circuits,

with critical/emergency circuits prioritised when grid or generator supplies are not available. Any additional

1. 44kWp roof mounted PV system with 80 (eighty) x Tier 1, 550Wp monocrystalline PV

modules. To be amended

o PV Panels/Modules must be SABS tested and complying to IEC 61215 and IEC 61730, locally

obtainable and with at least 25 years warranty, e.g. Canadian solar, JA Solar, Trina, Jinko, Longi,

or equivalent. both

o Solar PV modules are to be mounted on the Residue Lab and EPV Lab, with all holes sealed with

silicon during installation.

o The solar panels placement must comply with all building codes.

o Installation of PV panels to be in most cost/energy efficient location, depending on the space

requirement and take the potential to increase the solar day into account.

o The PV system must be well balanced to supply enough capacity to charge battery to full capacity,

with some battery capacity used to manage optimal running during partial cloudy days.

o The layout and orientation of the modules should allow for the elimination of the shading effect and

thus improving energy generation efficiencies. Installation to consider external shade factors to

ensure maximum generation for as long as possible.

2. 90kWh Li-Ion battery storage capacity (±2.5 hours) that has a minimum service life of

5 500 cycles at 80% depth of discharge and a 10-year warranty consisting of:

o Lithium-Ion (LiFe) or lithium-Ion Phosphate (LiFePO4) batteries – to be discussed at site visit.

o The battery bank must be automatically monitored to allow optimal usage, discharge,

temperatures, etc. to ensure longevity and prevent potential fires.

o The battery bank must allow expansion in the future to increase possible downtime of the grid and

the ability to exchange faulty or poor units – should the need arise.

o Provide a 10-year warranty on the batteries and associated components.

o Two appropriate LiFe/ LiFePO4 fire extinguishers must be provided and installed with all the

required safety signs – wherever required.

o All circuits, etc. must be clearly labelled.

3. One 100kW three-phase grid-tie inverter for converting the DC power from the PV

modules to AC power (approved to NRS 097-2-1) with a 10-year warranty.

o Our preferred invertor types are Victron, Deye, SunSynk, or similar inverter. The inverter must

have internal phase management to adjust to variations within each phase.

4. One 100 kW hybrid inverter (with UPS functionality) for recharging the battery storage

system and for converting the battery DC power to AC power, with 10-year warranty.

o Our preferred invertor types are Victron, Deye, SunSynk, or similar inverter. The inverter must

have internal phase management to adjust to variations within each phase.

o Indicate whether the current structure available will be suitable for housing the inverters and the

storage batteries, including the upgrades now or in the future, or not.

o Should the inverters and batteries (including the expansion indicate below) not fit in the current

storage room, a new, securable, locked, equipment storage room must be provided with at least

16m2 space available – confirm this is sufficient to accommodate the expansion envision later.

o The room must be properly ventilated.

o Supply and install the appropriate fire extinguishers and safety signs.

o Ensure proper cooling for solution, i.e. supply and install the appropriate aircon for the full

installation, including future expansion.

 Commissioning:

o The PV system design must be approved and signed off by Professional Engineer (Pr.

Eng.) or Professional Technologist (Pr. Tech.)

o Letter(s) of installation and commissioning approval from municipality submitted.

o Installation must have been performed under the supervision of a qualified electrician

according to the approved design.

o Electrician must sign a certificate of compliance (CoC) for the installation and all

associated electrical work.

o Pr. Eng. signs off an as-built drawing, after system works as specified.

o Installer or supplier provides any additional documents, warranties, and reports for

commissioning the PV system to client (ARC).

o All compliance certificates/ Electrical audit/ Municipality registration/ permission and

requirements according to current government regulations at time of commissioning,

must be provided.

o All circuits to be clearly labelled and indicated within plan and within distribution boxes

(DBs).

o The system should allow for seamless integration for future expansion of the PV and

battery bank.

o This PV plant is seen as an energy saving facility. For the PV plant to function correctly

with a grid-tie inverter, it will require synchronizing frequency from the grid:

 If there is a loss of the grid (power outage), the PV plant shall shutdown in

accordance with grid regulations (anti-islanding requirements).

 The hybrid inverter, together with the battery storage, shall provide the necessary

synchronizing frequencing for the PV grid-tie inverter to remain operational during

power outages.

 Electrical loads:

o The electrical loads powered must be well balanced according to the expected solar

output.

o The solution must be grid tied and accept emergency generator supply via the

emergency and mains.

o Note: The 10% contingency fee might be omitted should it fall without the project

budget and must not be required to provide a fully functional system.

o Upgrade of electrical circuits, where necessary.

o Safety file, risk assessment and system design to be included and submitted together

with the bid documents.

conditions.

Description Requirement Circle ‘Yes’

of Appendix if uploaded

6.4 Phase three (3): price and specific goals

In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference

points will be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer

will be allocated points based on the goals stated in SBD 6.1 table 1 as may be supported by proof/

documentation stated in the conditions of this tender:

In line with the Preferential Procurement Regulations 2022, a preference point system must be followed,

where:

For contracts with a prescribed Rand value, a maximum of 20 points will be allocated for specific goals

in this bid as follows:

The Preferential Procurement Regulations 2022 includes the implementation of RDP goals as one of the

specific goals, therefore, over and above the awarding of preference points in favour of HDIs, the

activities listed as contributors towards achieving the goals of the RDP (published in Government

Gazette No. 16085 dated 23 November 1994) will also be applied.

The supplier hereby agrees to provide for a 2% service fee calculated on the total value of each invoice issued by the supplier for or otherwise relating to supply of goods and/ or performance of the services to the Member (including any/all additional/ ad hoc goods supplied, or services rendered), payable to PURCO SA on submission of the relevant invoice from the supplier to the Member. In the event that the supplier is requested to supply any goods or services to the Member related in any way to this contract, it is deemed that such services will be regarded as ad-hoc and/or additional services to the contract. Therefore, the supplier is liable to pay the service fee. The supplier acknowledges and agrees to provide consent to the Membership to withhold and offset any outstanding amounts owed under this agreement. The ARC reserves the right to cancel the bid at any time during the process should the recommended service provider/s fail to meet the requirements of the bid. The ARC reserves the right to conduct a site inspection of the premises of the recommended service provider and/or the recommended service provider's clients at any given time. Protecting personal information is important to the Agricultural Research Council and the environment. To do so, the ARC follows general principles in accordance with applicable privacy Laws and the Protection of Personal Information Act (POPIA). The ARC's role as the responsible party is, amongst others, to process personal information for the intended purpose for which it was obtained and in line with legal agreements with its respective/prospective services providers and third parties. The ARC will process personal information only with the knowledge and authorization of the Bidder/respondent and will test personal information which comes to its knowledge as Confidential and will not disclose it, unless so required by law or subject to the exception contained in the POPIA.

CIDB GRADING: 5EP OR HIGHER Bidders must attend the compulsory site briefing. Inverter must be approved to NRS 097-2-1. Bidders are required to submit their unique personal identification number (PIN) issued by SARS to enable the organ of state to verify the taxpayer's profile and tax status. Application for tax compliance status (TCS) PIN may be made via eFiling through the website www.sars.gov.za. No bids will be considered from persons in the service of the state. that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder's tax obligations.

1 = poor; 2 = fair; 3 = average; 4 = good; 5 = excellent

Schedule A: Key Personnel / Project Team 30

The personnel as listed will be the site team and may not be changed at the time of

implementation without prior notice to the Employer (ARC-OVR). Any replacement

personnel will have similar or better qualifications. The relevant documents supporting

the team members’ training, years of experience, qualifications and details of

experience, must be added to clearly support the scoring, e.g. qualification and trade

certificates to be attached to claim points. Post qualification experience will be

determined from the date of qualification supported by a certified certificate. A tenderer

who fails to submit a certificate will forfeit the points on experience. An incomplete

team will lead to automatic disqualification.

NOTE: Supporting Documents (CVs & Qualifications) of all key personnel should be

completed as per Schedule A, clearly stating their relevant experience to date.

 Site Manager: A National Diploma in Electrical Engineering and a minimum of

three (3) years of electrical related working experience post qualification.

 Safety Officer: A Safety Qualification and a minimum of three (3) years of

construction related working experience post qualification.

 Carpenter: A Trade Qualification and minimum of three (3) years relevant

work experience post qualification.

1 Point = No information provided.

2 Points = 1 mentioned Key staff personnel with the relevant

experience as listed above.

3 Points = Site Manager and 1 mentioned Key staff personnel with the

relevant experience as listed above.

4 Points = Site Manager and 2 mentioned Key staff personnel with the

relevant experience as listed above.

5 Points = Site Manager and ALL mentioned Key staff personnel with

the relevant experience as listed above.

19 Initial..........

The following values/ indicators will be applicable when evaluating weight

1 = poor; 2 = fair; 3 = average; 4 = good; 5 = excellent

Schedule B: Letters of Recommendation

Total Points

Bidder with at least 1 RECOMMENDATION LETTER(s) for similar

projects over R500 000.

Bidder with at least 2 RECOMMENDATION LETTER(s) for similar

projects over R1 000 000 combined.

Bidder with at least 3 RECOMMENDATION LETTER(s) for similar

projects over R2 000 000 combined. 40

Bidder with at least 4 RECOMMENDATION LETTER(s) for similar

projects over R3 000 000 combined.

Bidder with at least 5 RECOMMENDATION LETTER(s) for similar

projects over R4 000 000 combined.

NB: Please note that NO Appointment Letters or Purchase Orders will be accepted

as proof of successful completion.

Schedule D – Project Plan

The bidder shall provide a detailed level 5 tier project schedule on a Gantt Chart,

(refer to the specifications and BOQ and the scope of works for details) through to

handover. Schedule shall include the following aspects:

 All activities / work breakdown structure above

 Timelines with estimated completion dates

 Resources to be used

 Logical sequence of activities

 Schedule must include critical path

Total Points

1 Point = No project plan submitted on a Gantt Chart 1

2 Points = Project plan submitted with only one (1) aspect as stated

on a Gantt Chart.

3 Points = Project plan submitted with only two (2) aspects as stated

on a Gantt Chart. .

4 Points = Project plan submitted with only three (3) aspects as

stated on a Gantt Chart.

5 Points = Project plan submitted with all aspects as stated on a

Gantt Chart. That is a logical plan with all activities’ start and end dates

listed, as well as resources and teams implmenting indicated at each

stage. Downtime and other cricital evaluations for sign off indicated.

NB: Bidders that do not provide evidence and reach the minimum threshold of 70 points will not

qualify to proceed to the next phase of evaluation.

20 Initial..........

Curriculum Vitae (CV) Format: Project Team Lead

Name

Job Title