Supply, delivery, installation, and commissioning of a water flow meter test bench facility

Returnable Documents: Certified copy of Identity Documents of 1., 2. Company Registration Documents (CIPC), 4. Valid Tax Compliance Status PIN (SARS), 5. Completed and signed SBD Forms (including SBD 4, 8, and 9), Proof of Central Supplier Database (CSD) registration, 7. COIDA Letter of Good Standing (valid and active), 8. Proof of CIDB registration in Mechanical Engineering (ME) Grade 4 or higher (subject to, proposal/Quotation will result in the disqualification of your bid)., Proposal will result in the disqualification of your bid)., receiving the appointment letter from the ARC Supply Chain Management Unit.

Supply Chain Management Office at the following contact details; Landline: 012

310 2532 / 012 842 4078

Email: [email protected] / [email protected]

Compulsory Briefing session/Site inspection date: 18 June 2026 at 11h00.

Closing Date: 7 July 2026. Closing Time: 11h00

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3. Background scope of work

Bidders must provide a list of companies for which similar services have been rendered and attach at least five (5)

reference letters.

13. Broad-based black economic empowerment (b-bbee)

In terms of the Preferential Procurement Policy Framework Act (PPPFA), Act , the 80 / 20 principle shall be

applicable to this bid and points shall be allocated in accordance with the Preferential Procurement Regulations, 2022.

Sound evidence for points claimed must be attached so that points can be allocated.

B-BBEE status level points will be awarded to service providers who will submit certified copy of B-BBEE certificates

or original B-BBEE certificates from SANAS accredited agencies and IRBA registered auditors or B-BBEE letters from

an auditor or accountant.

Joint Ventures / Consortium / Partnerships must submit a B-BBEE document as indicated above for that particular

entity e.g JV or Consortium otherwise no B-BBEE points shall be awarded.

No B-BBEE points shall be awarded to a tenderer who fails to comply with the above.

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14. Amplification of submissions

The ARC may, after the opening of submissions, call on the prospective Bidder to amplify in writing any matter which

is not clear in the prospective Bidder’s submission and such amplification shall form part of the original submission.

In the event of the prospective Bidder failing to supply such information, the submission will be liable to rejection.

15. Cost of proposal

Bidders shall bear all costs associated with the preparation and submission of their proposals. The ARC will in no case

be responsible or liable for those costs, regardless of the conduct or outcome of the Bid.

16. Bid documents

This document in its entirety serves as the complete Bid document. Proposals offering only part of the requirements

will be rejected. The Bidder is expected to examine all corresponding instructions, forms, terms and specifications

contained in this document. Failure to comply with these requirements will be at the bidder’s risk and may affect the

evaluation of the proposal

17. Documents comprising the proposal

In preparing the technical and price components of the submissions all references to descriptive material and

brochures should be included in the appropriate response paragraph, although material documents themselves may

be provided as annexes to the proposal / response. Bidders are requested to focus on the provision of relevant

information and to limit the amount of marketing and “boilerplate” material. The successful Bidder’s proposal may be

incorporated in whole or in part in the final contract. Any information that the Bidder considers proprietary should be

marked as such.

18. Information

Information that the Bidder considers proprietary, if any, should be clearly marked “proprietary” next to the relevant

part of the text and it will be treated as such accordingly.

19. Period of validity

Proposals shall remain valid for one hundred and eighty (180) days after the date of proposal submission. A proposal

valid for a shorter period may be rejected by the ARC on the grounds that it is non-responsive.

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In exceptional circumstances, the ARC may solicit the Bidder’s consent to an extension of the period of validity. The

request and the responses thereto shall be made in writing.

20. Format and signing of proposals

The Bidder shall prepare and submit the proposal electronically through the e-Tenders e-submission portal. The

proposal must be clearly indexed and include all required supporting documentation.

The proposal and all accompanying documents shall be duly completed and signed by the Bidder or by a person duly

authorised to bind the Bidder to the contract.

Bidders are required to upload two (2) complete electronic copies of the proposal as part of the submission on the e-

Tenders portal.

In the event of any discrepancy between uploaded documents, the original signed version shall prevail.

Failure to submit all required documentation in the prescribed format may result in disqualification.

21. Interlineations

A proposal shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by

the Bidder, in which case such corrections shall be initiated by the person or persons signing the proposal.

22. Payment

The successful Bidder shall be paid upon submission of an invoice for each transaction of satisfactory work detailed

in the scope.

23. Due diligence exercise

The ARC reserves the right to perform due diligence exercise for the purpose of appointing a credible tenderer.

24. Price and pricing structure

(To be uploaded separately on the e-Tenders e-submission portal)

Bidders shall indicate the basis on which the services will be charged.

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.

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The Bidder shall reflect service discounts that they will offer throughout the contract duration.

Bidder’s submissions must reflect the detailed breakdown of the bid price as follows:

• Prices must be for the entire period of the tender including price escalation.

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

required services.

25. Returnable documents to be uploaded through esubmission

Returnable Schedules / Documents required for bid evaluation purposes

Returnable Schedules / Documents No N/A

Certified copy of Identity Documents of 1.

shareholders/directors/members

2. Company Registration Documents (CIPC)

Original or certified B-BBEE Certificate (Level 1–4 only) 3.

4. Valid Tax Compliance Status PIN (SARS)

5. Completed and signed SBD Forms (including SBD 4, 8, and 9)

Proof of Central Supplier Database (CSD) registration

6.

7. COIDA Letter of Good Standing (valid and active)

8. Proof of CIDB registration in Mechanical Engineering (ME) Grade 4 or higher (subject to

confirmation of final grading requirement)

9. Financial Proposal submitted as a separate electronic file

(Failure to submit a separate envelope for financial

proposal/Quotation will result in the disqualification of your bid).

10. Functionality/Technical Proposal submitted as a separate electronic file

(Failure to submit a separate envelope for Functionality/Technical

Proposal will result in the disqualification of your bid).

26. Cancellation of the bid

The ARC reserves the right to cancel the bid at any time of the process should the recommended service provider/s

fail to meet the requirements of the bid.

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Bidder with NO RECOMMENDATION LETTERS. 1

Bidder with RECOMMENDATION LETTERS over R 500 000

combined.

Bidder with RECOMMENDATION LETTERS over R1 000 000 20 3

combined.

Bidder with RECOMMENDATION LETTERS over R1 500 000

combined.

Bidder with RECOMMENDATION LETTERS over R2 000 000

combined.

NB: Please note that Letters of Recommendation must be in the client’s letterhead and

must be supported by Appointment Letters or Purchase Orders that will be accepted

as proof of successful completion.

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The following values/ indicators will be applicable when evaluating functionality: weight

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

Schedule B: Previous Experience

Schedule A: Letters of Recommendation 20

Schedule B: Previous Experience 40

Schedule C: Project Plan 40

Total 100

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4.5 Stage 5: price and preference point allocation

4.5.1 Evaluation criteria

installation, and commissioning of the Water Flow Meter Test Bench Facility.

12. Track record

Bidders must provide a list of companies for which similar services have been rendered and attach at least five (5)

reference letters.

13. Broad-based black economic empowerment (b-bbee)

In terms of the Preferential Procurement Policy Framework Act (PPPFA), Act , the 80 / 20 principle shall be

applicable to this bid and points shall be allocated in accordance with the Preferential Procurement Regulations, 2022.

4.5.1.4 The lowest acceptable price will score 80 points; the 20 specific goals points will be allocated as follows:

Specific Goals Percentage Ownership Points (20)

Ownership by HDI’s 51%+ 6

Ownership by Women 51%+ 4

Ownership by Youth 51%+ 4

Ownership by PwD 51%+ 2

BEE status Level 1-4 2

RDP goals Any goal/s 2

RDP Goal - Promotion of South African Owned Enterprises – 2 Points

4.5.2 Price

4.5.2.1 The bid will be awarded to a bidder with the highest points on price and Specific goals on condition that they

have met all phases of the evaluation criteria and complied with the tender requirements set out in the tender

document. The bidder will be allocated 80 points for price and 20 points for Specific Goals

4.5.2.2 The points scored by a tenderer for Specific Goals, as contemplated in section 2(1)(b)(i) and (ii) and section

2(1)(c) of the Preferential Procurement Policy Framework Act, 2000 (Act No. ), read together with the

Preferential Procurement Regulations, 2022, shall be added to the points scored for price.

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4.5.2.3 Pricing schedule

.

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

Sbd 3.3

Pricing schedule –firm prices

Note: only firm prices will be accepted. Non-firm prices (including prices subject to rate

Of exchange variations) will not be considered.

Name of bidder: ............................................................................................................BID NO.: ARC/25/09/2025

CLOSING TIME 11:00 CLOSING DATE: 7 July 2026

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

creative agricultural research, technology development and transfer aimed at the advancement of South African

agriculture. Its operations are overseen by the ARC Council which is appointed by and accountable to the Minister

for Agriculture, Forestry and Fisheries.

The Agricultural Research Council (ARC) invites suitably qualified and experienced service providers to submit

proposals for the Supply, Delivery, Installation and Commissioning of a Water Flow Meter Test Bench

3.1 Background

The ARC-NRE – Agricultural Engineering campus at Silverton in Pretoria intends to establish a reference

laboratory to verify (test) agricultural flowmeters according to the National Water Act (Act ) Section 26.

The regulations of Section 26 of the National Water Act require that the water for irrigation purposes be measured,

recorded and reported as promulgated. The regulation requires that all irrigators install electronic water meters

to measure and report the amount of water they receive for irrigation purposes. According to the promulgation,

the water meters are to be verified/calibrated every five years or as prescribed by the manufacturers. When

established, the laboratory is expected to serve over 35 000 registered irrigators in South Africa that are directly

affected by the promulgation. When installed, this laboratory will be the only publicly available irrigation water

meter verification facility in South Africa. In addition to servicing the local irrigation sector, neighbouring countries

and the subregion might also find it convenient to use the laboratory for verifying their irrigation water meters.

3.2 Purpose

• Design, on-site installation, and commissioning of the WFTB compliant with SANAS standards

• Procurement and supply of all labour, components and subassemblies; all the components and

subassemblies must be new; manufacture or fabricate required parts where necessary.

• Repair of the existing 20,000-litre underground water reservoir

• Operator training (minimum two personnel)

• Provision of system documentation (manuals, SOPs, wiring and piping diagrams)

• Free software updates during the warranty period

3.5 Technical Specifications

3.5.1 Flowmeter Capability

• Flowmeter sizes: DN 50 – DN 250 mm (internal diameter)

• Meter types: Flange type (DIN, ANSI, screw types); adaptable to various coupling types

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3.5.2 Performance Parameters

• Flow rate range: 2.4 to 330 m3/h

• Maximum operating pressure: 10 bar

• Minimum downstream pressure: 2 bar

• Test duration: 60 seconds per cycle

• Calibration uncertainty: ±0.1%

• Volume accuracy: < 0.05% to 0.1%

• Volume repeatability: ±0.02%

• Test medium: Irrigation water (SA standard quality; TSS & dissolved salts)

3.5.3 Test Bench Configuration

• Up to 10 flowmeters tested in series (< DS100); spacing of minimum 10D; swirl-free flow

• As many flowmeters as length permits (> DS100)

• Fully automated test cycles (one-button operation) with optional manual operation

• Monthly automated valve and system leak checks

• Master Meter: Coriolis type, with biweekly automated zero validation

• Calibration mode: Low pulse master metering

3.5.4 Automation and Display

• All pumps equipped with Variable Frequency Drives (VFD)

• Programmable Logic Controller (PLC) to manage automation

• Visual interface to display:

o Volumetric flow rate

o Time

o Temperature (accuracy ±0.1°C)

o Pressure (accuracy ±0.1 bar)

o Humidity

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• System and reports must comply with ISO 17025

3.5.5 Construction and Equipment Requirements

• Corrosion-resistant materials for all metallic components

• Manual handling weight limit: 18 kg

o Provide crane or mechanical aids for heavier components

• Walkways and access platforms to be included for operator safety

• Equipment to be provided includes, but is not limited to:

o Reference flowmeters

o Pumps and motors

o Electronic valves

o Pipes and reducers

o Control panels

o Laptops and printers for reporting

3.5.6. Reporting and Standards Compliance

• Test reports must comply with SANAS standards and be printable

• All measurements and instruments traceable to SI units

• Compliance with international standards including:

o ISO/IEC 17025

o ISO 4064, EN 14154, OIML R49, OIML R75, EN 1434

o ISO 4185, EU Directives 75/33/EC and 79/830/E

• The facility shall be designed and implemented to support future SANAS accreditation

3.5.7 Aftercare and Documentation

• Full as-built documentation including:

o Wiring diagrams

o Pipeline schematics

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o Maintenance procedures

• SOPs compliant with ISO 9001, covering:

o Verification procedures

o Fault finding and troubleshooting

o Maintenance schedules

3.5.8 Training and Certification

• Train a minimum of two (2) operators

3.5.9 Warranty

The successful bidder shall provide a comprehensive warranty for the Water Flow Meter Test Bench (WFTB)

facility and all associated components for a minimum period of two (2) years from the date of commissioning and

handover.

other documents that the bidder wishes to supply to substantiate or clarify specific aspects in the proposal.

• The warranty shall cover all equipment, components, software, workmanship, and materials supplied under this

contract

• The bidder shall repair or replace at no additional cost to ARC, any defective equipment, components, or system

failures occurring during the warranty period

• All replacement parts supplied under warranty shall be new and of equivalent or higher quality

• The bidder shall provide on-site technical support where required during the warranty period

• Response time for warranty-related faults shall not exceed 48 hours from the time of notification

• The bidder shall ensure that all repairs and replacements are completed within a reasonable timeframe, agreed

upon with ARC

• The warranty shall include labour, travel costs, accommodation, and all associated expenses

• The warranty shall include free software updates and technical support during the warranty period

• Any equipment replaced or repaired under warranty shall carry the remaining warranty period or a minimum of

six (6) months, whichever is longer

• The bidder shall provide a warranty certificate upon commissioning and handover.

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4.3.2 A Certificate of Conformance (COC) must be issued by a licensed wireman upon

completion of all electrical work.

4.3.3. Train a minimum of two (2) operators.

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4.3.4 The successful bidder shall provide a twenty-four (24) months warranty on all

equipment, fittings, installation, and software from the date of commissioning and handover.

• The successful bidder shall complete the project within three (3) months from the date of bid award, unless

otherwise agreed in writing between the successful bidder and the ARC

• The Service Provider shall be available for consultation with the ARC representative.

• The Service Provider shall manage as confidential all data, information and insights gained in execution of

work for the ARC.

• ARC reserves the right to negotiate partial implementation of the scope of work with the successful bidder.

• ARC retains the right to enter into non-exclusive agreements with Service Providers that do not restrict

procurement of goods and services from other Service Providers.

• ARC retains the right to require the Service Provider to obtain permission in writing from the ARC prior to

replacement of individuals proposed for execution of this Bid.

• Service Providers shall accept professional liability, including those rendered under sub-contract to the service

provider

4. Bid evaluation stages

The bid evaluation process consists of several stages applicable according to the nature of the bid

• Stage 1: Pre-Compliance (Administrative Requirements)
• Stage 2: Mandatory Compliance
• Stage 3: Declaration of Acceptance of Special Conditions
• Stage 4: Functionality
• Stage 5: Price and Specific Goals

NOTE: Bidders must qualify at each stage to proceed to the next stage.

4.1 Stage 1: pre-compliance (administrative requirements)

4.1.5 SCM - SBD 6.1 - Preference Completed and signed

Points Claim Form in terms of

4.2 Stage 2: mandatory compliance

Proposal” and “Functionality Proposal”.

4.3 Stage 3: special conditions for the tender

5 Points = Project plan submitted with ALL aspects as stated. 5

4.5 Stage 5: price and preference point allocation

4.5.1 Evaluation criteria

4.5.1.2 PPPFA (price and points for Specific Goals points).

4.5.1.3 The 80/20 principle will apply in terms of the Preferential Procurement Policy Framework Act. All price

quotations will be evaluated by applying the 80/20 principle as Prescribed by the Preferential Procurement

4.5.1.4 The lowest acceptable price will score 80 points; the 20 specific goals points will be allocated as follows

Specific Goals Percentage Ownership Points (20)

RDP Goal - Promotion of South African Owned Enterprises – 2 Points

4.5.2.1 The bid will be awarded to a bidder with the highest points on price and Specific goals on condition that they

have met all phases of the evaluation criteria and complied with the tender requirements set out in the tender