Supply, delivery, installation and commissioning of an inert atmosphere glovebox with maintenance and training — necsa (FIN-SCM-TEN-0255)

Supply, delivery, installation, commissioning, maintenance/after-sales support and training on an inert atmosphere glovebox for the South African Nuclear Energy Corporation (Necsa) at Pelindaba, North West. The equipment is installed in a radiological area, and the bidder must train operating personnel and provide guaranteed local maintenance support.

Closing

• 02 December 2026 at 11:00.

Clarification questions

• Must be submitted at least 3 working days before the closing date.

Bid validity

• 90 days from the closing date.

Site access

• Foreign nationals (visitors or residents) must submit a copy or scan of their passport at least 4 weeks before the date they need to enter the Necsa site.

Project schedule

• Final delivery, start and end dates or duration are negotiated and fixed after contract award or purchase order issue.

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

International suppliers

• Submission email: [email protected]

Submission method

• Sealed envelopes deposited 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.
• International suppliers may submit by email to [email protected].
• Late submissions are not considered.

Envelope structure

• Envelope One — Technical Proposal: no pricing information may be included.
• Envelope Two — Pricing Proposal: all compulsory returnable documents must be included here.

Copies and packaging

• Two hard copies (one original and one copy) plus one electronic copy on disk or memory stick, for each envelope.
• Response size limited to 400mm x 100mm x 150mm; larger packs do not fit the tender box aperture.
• Documents must be clearly marked, bound and indexed with a table of contents.
• The original must be signed in black ink by an authorised representative, and every page initialled by the same signatory.
• A cover letter on the bidder's letterhead, quoting the bid reference, must accompany both the technical and pricing proposals.
• Responses must be in English.

Returnable documents (all must be completed, signed and submitted)

• SBD 1 Invitation to Bid — bidder and contact details, signed as the offer cover page.
• SBD 3.1 Pricing Schedule – Firm Prices — the priced offer.
• SBD 4 Declaration of Interest — discloses any state employment or connection to the department by directors or shareholders.
• SBD 6.1 Preference Points Claim — claims preference points under the 2022 regulations.
• SBD 7.1 Contract Form – Purchase of Goods/Works — binds the bidder to the contract terms on award.
• Necsa Safety, Health and Environmental Requirements for Contractors — complete and sign the pro forma.
• Necsa Alcohol and Drug Control Policy — acknowledge.
• Necsa Confidentiality Agreement — complete and sign the pro forma.
• Necsa Terms and Conditions of Contract — complete and sign the pro forma.
• POPIA Data Processing Agreement (FIN-SCM-AGR-0002) — complete and sign.
• Bidder Company Information — complete and sign.
• Tax pin issued by SARS.
• Consortium or joint venture agreement, signed by all parties, where applicable.

Disqualification risks

• Any returnable document omitted or left unsigned.
• Pricing information placed in Envelope One.
• Late receipt of the bid.
• Failure to meet any pre-qualification criterion.

Evaluation stages

1. Pre-qualification — non-compliance results in automatic disqualification.
2. Technical/functional evaluation — 100 points; minimum qualifying score 80/100. Bids scoring below 80 are non-responsive and are not evaluated further.
3. Price and preference — 80/20 preference point system, applied to bids that passed functionality.

Technical/functional criteria (100 points)

• Delivery time from order date (20 points): more than 6 months = 0; less than 4 months = 10; less than 3 months = 20. A quotation or delivery schedule confirming lead time must be submitted; Necsa may verify with the manufacturer/OEM.
• Installation, commissioning and training of at least 4 staff on site (30 points): more than 2 weeks = 10; less than 2 weeks = 15; less than 1 week = 30.
• Track record (20 points): no similar projects = 0; fewer than 3 similar projects with at least 1 reference letter = 10; at least 4 similar projects with at least 2 signed reference letters = 20. Project lists must show place, date, contact person and contact number.
• Support turnaround time during breakdown (30 points): within 1 week = 30; within 2 weeks = 15; more than 2 weeks = 10. A letter on company letterhead must state the maximum turnaround time and confirm local support capability.

Price and preference (80/20)

• Price: 80 points, scored using the prescribed formula where Ps is the points scored for price, Pt the price under consideration and Pmin the lowest acceptable price.
• Specific goal (black ownership): 20 points.
• 100% black ownership = 20; more than 51% but less than 100% = 15; less than 51% but more than 40% = 10; less than 40% but more than 0% = 5; 0% = 0.
• Evidence: B-BBEE certificate or affidavit, or company registration documents showing the percentage of ownership, or a shareholding certificate.
• A bidder who does not submit proof of the specific goal is not disqualified but scores 0 out of 20 and can only score the 80 price points.
• Total points are rounded to two decimal places; the contract is awarded to the highest scorer, subject to the price being market-related.
• If the highest scorer's price is not market-related, Necsa may negotiate with the highest, then second, then third highest scorer, or cancel the bid.

Scope

• Supply, delivery, installation, commissioning, maintenance/after-sales support and training on an inert atmosphere glovebox.
• The bidder must train the personnel who will operate the equipment and guarantee local maintenance support.
• All work necessary to meet the requirements must be included, whether or not uniquely specified.
• Bidders must identify any obvious omissions from the scope that are essential to the objective, price them, and submit them for negotiation.

Detailed specification

• AC-ADM-SPE-26001 – Tender Technical Specification for an Inert-Atmosphere Glovebox System (attached).
• Proof of specification compliance must be provided through the proposed equipment's technical data sheet.

Quantities (pricing schedule)

• Glove box: 1
• Warranty of at least 12 months: 1
• Commissioning and installation: 1
• Training of 4 personnel: 1

Warranty and support

• Minimum 12 months manufacturer's warranty covering replacement of all parts, consumables and labour, confirmed in writing.
• Written confirmation that Necsa personnel will be trained on operation of the equipment on delivery.
• Local technical support and maintenance capability in South Africa, with a stated maximum breakdown turnaround time.

Site conditions and access

• The system will be installed in a radiological area (currently white contamination and radiation).
• Necsa is a National Key Point; tenderer access is restricted to the building housing the equipment, and other areas require an escort.
• No one may enter the site without a valid identification document (South African ID or driver's licence).

Project plan

• Final delivery date, start and end dates or duration are negotiated and fixed after award or purchase order.

Pricing

• Priced on SBD 3.1 Pricing Schedule – Firm Prices.
• Pricing schedule items: glove box; warranty of at least 12 months; commissioning and installation; training of 4 personnel. Unit price and subtotal excluding VAT, plus totals excluding and including VAT.
• No pricing information may appear in Envelope One (technical proposal).

Bid validity

• 90 days from the closing date.

Financial standing

• Bidders may submit a solvency statement signed by a qualified authority confirming a sound financial position and ability to mobilise the required resources.

Costs

• Necsa does not reimburse any bidder for preparation or other costs incurred in connection with the bid.

Pre-qualification (non-compliance disqualifies)

• Valid Compensation Commissioner Fund letter of good standing (COIDA), or proof of risk insurance on a customer's site.
• Where bidding as an agent, a manufacturer's letter authorising distribution and after-sales support (training, service and maintenance).
• Minimum 12 months manufacturer's warranty covering all parts, consumables and labour, confirmed in writing.
• Written confirmation that Necsa personnel will be trained.
• Proof of specification compliance via the proposed equipment's technical data sheet.

Tax and registration

• Tax pin issued by SARS must be submitted.
• Bidder company information must be completed; failure may result in disqualification.
• The successful bidder must register as a Necsa supplier if not already registered.

B-bbee

• B-BBEE certificate or affidavit, or company registration documents showing ownership percentage, or a shareholding certificate, is required to claim the 20 specific-goal points.

Consortium and subcontracting

• Consortium bids must include a consortium agreement showing the form of agreement, roles and responsibilities, the lead company, the single point of contact, and joint and several liability.
• Bidders must detail any work to be sub-contracted and the proposed subcontractors; Necsa may reject any proposed subcontractor.

Staff screening

• The successful bidder must show that pre-employment and security screening was done for staff involved in installation, commissioning and training: identity authentication, right to work in South Africa, written declaration of any criminal record, and confirmation of relevant qualifications.
• The winning bidder will undergo a reliability check by Necsa and the State Security Agency.

Popia

• The POPIA Data Processing Agreement (FIN-SCM-AGR-0002) must be completed and signed.

Confidentiality

• Bid documents must be treated as confidential and not disclosed or published; a Necsa non-disclosure agreement is required only if confidential information is provided to bidders.

Scope of supply

• An inert atmosphere glovebox, supplied and delivered to NECSA.
• Installation and commissioning of the unit.
• Maintenance and after-sales support.
• Training of NECSA personnel.

Note

• The contract terms apply to all goods, works and services ordered by NECSA and are governed by a Service Level Agreement that carries the specification, project plan, pricing schedule, penalty formula and order as annexures.

Fees

• The contract price is set out in the Pricing Schedule, attached as Annexure E of the SLA.
• Fees are payable only after the services have been fully performed and the deliverables accepted.
• Where installation or erection labour is recovered on a cost basis, a monthly statement is submitted by the last day of the month and paid within 30 days if correct; errors are adjusted at the next payment or against the retention.
• A retention of 10% of the contract value may be withheld and is released within three months of receipt of all goods or services and issue of a certificate of acceptance.

Payment

• A monthly statement, the original invoice and supporting documents must reach NECSA by the last day of each month, in a format NECSA accepts.
• Payment falls due 30 days after the date of the statement, and only once the services are fully performed and the deliverables accepted.
• Payment is by electronic bank transfer only, into the account the service provider nominates.
• Travel, accommodation and disbursement costs are reimbursed only where they fall outside the fees and NECSA agreed to them in advance.

Retention

• NECSA may withhold a retention fee of 10% of the contract value.
• The retention is released within three months of receipt of all goods or services and issue of a certificate of acceptance.

Penalties

• Late delivery or performance attracts a penalty deducted from the fees for each day of delay, calculated on the formula in Annexure D of the SLA.
• NECSA may also terminate the contract for breach.

Warranty

• Goods must be new, unused, of the most recent or current models and free of defects in design, materials and workmanship.
• Warranty period: 12 months from delivery and acceptance at the final destination, or 18 months from shipment from the port of loading, whichever ends first.
• Defective goods must be repaired or replaced at the service provider's cost within the period set in the SLA; if not, NECSA may remedy at the service provider's risk and expense.

Insurance

• Goods must be fully insured against loss or damage during manufacture, acquisition, transport, storage and delivery.
• Each party must carry sufficient insurance to cover its own legal liabilities.

Tax

• No contract will be concluded with a bidder whose tax matters are not in order.
• An original tax clearance certificate issued by SARS must be submitted before award.

Subcontracting

• Where work is subcontracted, preference must be given to Black Empowerment Companies.
• All subcontracts must be notified to NECSA in writing, whether at bid stage or later; notification does not reduce the contractor's liability.

Confidentiality

• Employees and agents with access to NECSA information must be informed of Section 51 of the Nuclear Energy Act, 1999 and must sign confidentiality agreements.
• Contract documents and NECSA information may not be disclosed or used for anything other than performing the contract without NECSA's prior written consent.

Insolvency

• A party placed under judicial management, bankrupt or insolvent, or with an unsatisfied judgment outstanding for 14 days, may have the contract cancelled without notice.

Duration and variation

• Services are performed in the stages set out in the Project Plan and Schedule of Deliverables (Annexure B of the SLA).
• Either party may request a variation to the plan, deliverables or fees where circumstances were not reasonably foreseen; the change must be agreed in writing.
• No amendment to the contract is valid unless in writing and signed by both parties.

Assignment and subcontracting

• Neither party may assign or transfer the agreement without the other's prior written consent.
• Subcontracting requires preference for Black Empowerment Companies and written notification to NECSA.

Deliverables

• Interim and final reports must be delivered to NECSA at its domicilium according to the agreed schedule.
• NECSA has 7 days to verify each deliverable; silence means acceptance.
• Non-conforming deliverables are corrected at the contractor's cost, followed by a further 7-day verification period.
• On final payment, accepted deliverables become NECSA's property, subject to the intellectual property clause.

Breach and termination

• A party in breach has 7 days after written notice to remedy it; failing that, the other party may claim specific performance or cancel and claim damages.
• If the contractor delays beyond the delivery period, NECSA may appoint another provider at the contractor's cost or cancel the agreement.
• Either party may terminate without notice on insolvency, judicial management or an unsatisfied judgment outstanding for 14 days.

Impossibility of performance and force majeure

• A party prevented by circumstances beyond its reasonable control must give written notice within 5 days; if the position is not rectified within 14 days, the other party may cancel without further notice.
• Neither party is liable for failure caused by events beyond its reasonable control, including natural disasters, riots, strikes, war, terrorism and civil disorder.

Disputes

• Disputes go first to the parties' project managers, who have 7 days to resolve them.
• Unresolved disputes escalate to executive managers or managing directors, who have 10 days.
• If still unresolved, the parties may pursue their legal rights.

Notices

• The addresses and project managers named in the SLA serve as the parties' domicilium for all notices and legal process.
• Delivery is deemed on physical delivery, 7 days after registered post, the same day for fax, and the day of transmission for email.
• A party may change its address on 14 days' written notice, provided the new address is in South Africa.

Non-solicitation

• Neither party may employ or engage the other's personnel working on the contract during the contract or for 6 months after completion.
• Breach makes the offending party liable for damages equal to 6 months' salary of the person concerned.

Intellectual property

• NECSA Data remains NECSA's property and improvements to it belong to NECSA.
• The contractor's own intellectual property and improvements to it remain the contractor's.
• The contractor grants NECSA a royalty-free, perpetual, non-exclusive, non-transferable licence to use its intellectual property within the deliverables, and warrants that it infringes no third-party rights.

Governing law

• South African law applies, and all contract documents and correspondence are in English.

Deliverable acceptance

• NECSA has 7 days after each deliverable is submitted to verify that it conforms in all material respects with its requirements.
• If NECSA does not notify the contractor of a non-conformity within that period, the deliverable is deemed accepted.
• A non-conforming deliverable must be corrected at the contractor's cost, after which NECSA has a further 7 days to verify the correction.
• NECSA must give the contractor reasonable assistance to identify and correct a reported non-conformity.
• Accepted deliverables become NECSA's property once the contractor has been paid in full, subject to the intellectual property clause.

Necsa requires the supply, delivery, installation, commissioning, maintenance and after-sales support, and training on an inert atmosphere glovebox. The bid is issued as an open tender under reference FIN-SCM-TEN-0255.

Closing

• 02 December 2026 at 11:00.

No compulsory briefing or site visit is stated.

Bidding procedure enquiries

• Contact: Mr Buyani Nsibande
• Telephone: 012 305 6072
• Email: [email protected]

Submission address

Necsa Gate 3

R104 Elias Motsoaledi Street (Church Street West Ext)

Pelindaba

Submission method

• Sealed bid delivered by hand to the bid box at Necsa Gate 3.
• Bids must be submitted on the official forms provided; retyped bids are not accepted.
• Late bids will not be considered.

Submission address

Necsa Gate 3

R104 Elias Motsoaledi Street (Church Street West Ext)

Pelindaba

Closing

• 02 December 2026 at 11:00.

Returnable documents

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule): itemised pricing for the glovebox, warranty, commissioning and installation, and training.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or member is employed by the state or connected to anyone at Necsa.
• SBD 6.1 (Preference Points Claim): claims preference points for price and specific goals.
• SBD 7.1 (Contract Form): signed by the successful bidder and by Necsa.
• SBD 8 (Declaration of Bidder's Past SCM Practices).
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.
• Proof of authority to sign, such as a company resolution.
• SARS Tax Compliance Status PIN or CSD registration number.
• B-BBEE status level verification certificate or sworn affidavit (EMEs and QSEs).
• Foreign suppliers: completed questionnaire on residency, RSA branch, permanent establishment, source of income and tax liability.

Disqualification risks

• Bids received after the closing time.
• Any returnable form left unsigned or omitted.
• Bids from persons in the service of the state, or from companies whose directors or members are persons in the service of the state.

Preference point system

• The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations.
• The pricing form lists both the 90/10 and 80/20 systems; the applicable system for this bid is to be confirmed by Necsa.

Points allocation

• Total points available: 100.
• Points are awarded for price and for specific goals.
• The specific goals and the points allocated to each are set by Necsa in the preference points table.

Claiming points

• Bidders must indicate on SBD 6.1 how they claim points for each preference point system.
• Failure to submit the required proof or documentation with the bid means the specific-goal preference points are treated as not claimed.
• Necsa may require a bidder to substantiate any preference claim before or after adjudication.
• Fraudulent preference claims may lead to disqualification, recovery of costs, cancellation of the contract, restriction from public-sector business for up to 10 years, and criminal prosecution.

No minimum qualifying score is stated.

Scope

• Supply, delivery, installation, commissioning, maintenance and after-sales support, and training on an inert atmosphere glovebox.

Deliverables and quantities

• Glovebox: 1 unit.
• Warranty: at least 12 months.
• Commissioning and installation: 1.
• Training: 4 personnel.

Delivery point

• Necsa, Pelindaba.

Pricing format

• Prices are quoted on SBD 3.1 (Pricing Schedule) per line item: glovebox, warranty, commissioning and installation, and training.
• Prices must include all applicable taxes; totals are shown excluding VAT and including VAT.
• The offer validity period must be stated in days from the closing date.

Payment terms

• Payment is made within 30 days after receipt of an invoice accompanied by a delivery note.

No bid security, performance guarantee, retention or turnover threshold is stated.

Registration and tax

• Bidders must be registered on the Central Supplier Database (CSD) or provide a SARS Tax Compliance Status PIN.
• Where a consortium, joint venture or subcontractor is involved, each party must submit a separate TCS certificate, PIN or CSD number.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points for B-BBEE.

State employment

• No bid will be considered from a person in the service of the state, a company with a director in the service of the state, or a close corporation with a member in the service of the state.

Foreign suppliers

• Foreign bidders must complete the questionnaire on RSA residency, RSA branch, permanent establishment, source of income and tax liability.

Local content

• The pricing schedule includes a column for the minimum threshold for local production and content, where applicable; no threshold value is stated.

Required forms

• SBD 1, SBD 3.1, SBD 4, SBD 6.1, SBD 7.1, SBD 8 and SBD 9, plus proof of authority to sign.