Supply and delivery of certified polymeric chemicals for water treatment plants in the eastern cape (3-Year contract)

Closing date and time: 03 July 2026 at 11:00 AM. Compulsory bid clarification meeting: 19 June 2026 at 10:00 AM (online via Microsoft Teams). RSVP by 16:00 on 18 June 2026 to [email protected] and [email protected]. Bids remain valid for 120 days from the closing date.

Bid enquiries (written only): Ms. N. Ndlamla, Email: [email protected]. Technical enquiries: Ms. Z. Mapatwana, Email: [email protected], Phone: +27 43 709 3700. Submission address: Bid/Tender Box, Reception Area, Amatola House, 6 Lancaster Road, Vincent, East London. Issuing authority: Amatola Water, Private Bag X3, Vincent, 5217, Tel: +27 43 707 3700.

Submit the original completed bid documents and all supporting documents in a sealed envelope or parcel. Endorse the envelope with the Bid Number (AW2025/26/13) and Bid Description. Deposit it in the Bid/Tender Box at the reception area of Amatola House, 6 Lancaster Road, Vincent, East London, before 03 July 2026 at 11:00 AM. No emailed submissions will be accepted. Late, incomplete, unsigned, or electronically submitted bids will be disqualified. All bids must remain valid for 120 days from the closing date. Required returnable documents: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), SBD 3.1 (Pricing Schedule - Firm Prices), SBD 3.2 (Pricing Schedule – Non-Firm Prices), FORM A (Authority to Sign), and FORM B (Schedule of Previous Related Contracts). For joint ventures/consortia: submit a signed joint venture agreement, separate Tax Clearance Certificates for each member, and combined CSD registrations. All forms must be completed, signed, and stamped where applicable. Failure to comply will invalidate the bid.

Evaluation is conducted in three stages: Stage One (Mandatory Requirements), Stage Two (Capability Requirements), and Stage Three (Price and Preference). The Preferential Procurement Policy Framework Act (PPPFA) 90/10 system applies: 90 points for price, 10 points for Specific Goals (HDI: 4, Black Women: 2, Black Youth: 2, People with Disability: 2). Price evaluation uses the formula: Ps = 90(1 - (Pt - Pmin)/Pmin), where Ps = points scored, Pt = bid price, Pmin = lowest acceptable bid price. Bids must meet all mandatory and capability requirements to progress. Amatola Water reserves the right to accept any tender or portion thereof and is not bound to accept the lowest bid. In case of tied scores, preference is given to the bidder with the highest Specific Goals points, or by drawing lots if all else is equal.

Scope: Supply, delivery, offloading, stock control, and performance assurance (Jar Test) of polymeric chemicals to Amatola Water treatment plants for three years. Key deliverables: uninterrupted supply to sites including Nahoon WTW, Laing WTW, Peddie WTW, Glenmore WTW, Sandile WTW, Debe WTW, Binfield WTW, and Masincedane WTW. Chemicals must produce drinking water complying with SANS 241 (final turbidity ≤ 1 NTU) and have 'Drinkwater Approval' (e.g., Department of Health or NSF Accreditation). Requirements: Quality Standard Systems (e.g., ISO 9000), certificate of analysis and 1L sample per batch, leak-proof containers, streaming current detector units installed within three months, monthly site visits by qualified technical staff (Class V Process Controller or equivalent), monthly reports to Area Managers, at least 3 certified training sessions per year, emergency drills at 4 main plants, and compatibility with existing Amatola Water equipment. Jar tests must determine best chemical performance (dosage within 12% of average raw water turbidity, ≤ 80% of NSF limit). Transport must comply with hazardous chemical safety requirements (OHS Act, SABS/SANS 10228, 10229, MSDS).

Jar tests: Determine best chemical performance and cost-effectiveness. Submit cost per NTU per Megalitre treated. Provide two chemical samples (one for high turbidity >200 NTU, one for normal turbidity ≤200 NTU). Chemicals must perform within 12% of average raw water turbidity dosage. Ideal dosage ≤80% of NSF limit (e.g., if NSF limit is 50 mg/l, dosage ≤40 mg/l to achieve ≤1.0 NTU). Non-compliant jar test results render bids non-responsive. Simulation for higher turbidity: use bentonite to raise raw water turbidity to ideal flocculent performance range. Dilution with clean water allowed if raw water turbidity exceeds 200 NTU. Submit signed certificate of analysis for jar test results. Amatola Water may request samples and call responsive bidders for joint jar tests.

Previous experience: Provide full details of three successfully completed contracts for polymeric chemicals (minimum 2 years each) within the last 10 years. Clients must be contactable institutions (National, Provincial, Local Government, Public Entities, State-Owned Entities, or Private Entities). Reference letters are not accepted; use FORM B1, B2, and B3 (completed, signed, and stamped). Company quality systems: Certified copy of ISO 9000 or equivalent Quality Management System (not older than 6 months). Product certification: Certified copy of NSF or 'Drinkwater Approval' (not older than 6 months). Key personnel: Minimum National Diploma in Analytical Chemistry or relevant water treatment qualification, or Class V Process Controller/PrPC Certificate. Provide detailed CVs and certified copies of qualifications (not older than 6 months). Drivers must have dangerous goods certificates. Emergency Response Plan: Submit a plan for spills, accidents, and emergencies during transportation or off-loading.

Requirements: Quality Standard Systems (e.g., ISO 9000) and 'Drinkwater Approval' (e.g., Department of Health or NSF Accreditation). Products must comply with SANS 241 (final water turbidity ≤ 1 NTU). Provide streaming current detector units to all treatment works within three months of contract commencement. Conduct monthly site visits by qualified technical staff for performance tests (jar tests) and stock inspections. Submit monthly reports to Area Managers. Containers must be leak-proof and undamaged (e.g., one-ton bins).

Required forms: SBD 3.1 (Pricing Schedule - Firm Prices), SBD 3.2 (Pricing Schedule – Non-Firm Prices), SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), FORM A (Authority to Sign), FORM B (Schedule of Previous Contracts). All forms must be completed, signed, and stamped where applicable. Total price offer/rate from SBD 3.2 must be transferred to SBD 1. Pricing adjustments: Non-firm prices subject to annual CPI-based adjustments. Joint ventures must submit combined pricing schedules. Failure to complete or sign forms will invalidate the bid.

Pricing: Submit SBD 3.1 (Firm Prices) and SBD 3.2 (Non-Firm Prices) as applicable. Total price must be transferred to SBD 1. Prices remain firm for the first year, with annual adjustments based on CPI + max 1% (supported by Statistics SA reports). Payment terms: orders placed at current bid prices. Financial capacity: submit a bank rating letter (minimum code C) and audited financial statements for the past 3 years. Joint ventures must provide combined banking details and Tax Clearance Certificates.

Mandatory: CSD registration (proof of CSD number required). Tax compliance: submit SARS Tax Verification PIN or printed TCS certificate. For consortia/joint ventures, each member must submit separate TCS certificates/PINs/CSD numbers. Manufacturer or approved agent status: provide proof of being a certified polymeric chemical manufacturer or approved distribution agent. Transportation of hazardous goods: proof of registration per National Road Traffic Act Reg. 275 and vehicle registration. Storage facilities: clearance certificate from the local municipality for hazardous commodity storage compliance. B-BBEE: SBD 6.1 must be completed and signed to claim Specific Goals points (HDI, Black Women, Black Youth, People with Disability). Disqualification: bids from state employees, companies with state-employed directors, or entities listed on the Register for Tender Defaulters/Restricted Suppliers will be rejected.

Compliance: Occupational Health and Safety Act (Sections 10(3) and (4)), Amatola Water Health and Safety Specifications. Requirements: Comprehensive SHE Plan before work commencement, Hazardous Chemical Substances Regulations (9A, 11, 12), GNR 1179 of August 1995, General Machinery Regulation 8, SABS/SANS 10228 (identification/classification of dangerous goods), SABS/SANS 10229 (packaging of dangerous goods), and MSDS for all products. Transport must comply with safety requirements for hazardous chemicals. Storage facilities must comply with local municipal regulations (clearance certificate required). Conduct at least 3 certified training sessions per year on safe use, handling, chemical optimization, and dosing. Emergency drills required at 4 main water treatment works during the contract period.

Contract duration: three years. Price adjustment: firm for the first year, annual adjustments based on CPI + max 1% (documentary proof required). Amatola Water reserves the right to: not accept any proposal, cancel the bid, award in part or full, withdraw/amend bid conditions, increase/decrease quantities, and remedy incorrect awards. Post-award: service provider must report delays beyond reasonable control, respond timeously, and abide by the Service Level Agreement. Joint ventures must submit signed agreements with managing member, signatory authority, profit-sharing, banking details, and Commissioner of Oaths certification. Fraudulent claims may result in disqualification, cost recovery, contract cancellation, business restrictions (up to 10 years), or criminal prosecution.

Evaluation stages: Stage One (Mandatory Requirements), Stage Two (Capability Requirements), Stage Three (Price and Preference). Scoring: 90 points for price, 10 points for Specific Goals (HDI: 4, Black Women: 2, Black Youth: 2, People with Disability: 2). Price formula: Ps = 90(1 - (Pt - Pmin)/Pmin). PPPFA principles apply. Amatola Water reserves the right to accept any tender or portion thereof. Late, incomplete, unsigned, or electronically submitted bids are disqualified. All bids remain valid for 120 days from closing date.