Removal, supply and installation of auditorium seats at the csir international convention centre, pretoria

Compulsory briefing/site inspection: 21 August 2026, 10h00–11h00 at CSIR Scientia Campus, Building 39 (ICC), Meiring Naude Road, Pretoria. Last date for enquiries/clarifications: 21 August 2026 at 16h30. Closing date and time: 27 August 2026 at 16h30. All times South African Standard Time.

SCM/Procurement enquiries: [email protected], telephone 012 842 2911. Technical enquiries: [email protected], telephone 012 841 2911. All enquiries must be in writing via email with RFP number and description as subject reference. No other contact with CSIR personnel permitted during the RFP process.

Submission channel: electronic only to [email protected]. No cloud links (WeTransfer, Google Drive, Dropbox) accepted. Proposals must be sent in two separate emails: Part 1 – Technical Proposal; Part 2 – Pricing Proposal and Specific Goals claim documentation. Each email subject must include the RFP number and description. File naming must be short and simple. Proposals must be signed by a duly authorised person. Late submissions, submissions to incorrect address, or missing mandatory returnable documents (Annexure E) will be disqualified. All dates and times are South African Standard Time. CSIR business hours 08h00–16h30.

Three-phase evaluation:

Phase 1 – Elimination Criteria (pass/fail): late submission; incorrect submission channel; listed on NT restricted suppliers or tender defaulters registers; missing mandatory returnable documents (Annexure E); no valid CIDB 4GB or higher grading; failure to attend compulsory site briefing.

Phase 2 – Technical/Functional Evaluation (100 points, minimum 70% overall and 50% per criterion): Client reference letters (20), Company profile and organogram (20), Project Lead CV (20), Welder CV (10), Method statement (20), Project plan (10). Scoring rubrics in Annexure C.

Phase 3 – Price and Preference Points (80/20 PPPFA): only bidders passing Phase 2 evaluated. Price 80 points, Specific Goals 20 points per Annexure G. CSIR reserves right to award to a bidder not scoring highest points under PPPFA s2(1)(f).

Scope: Removal, supply and installation of auditorium seats at CSIR International Convention Centre, Pretoria Campus.

Diamond auditorium (450 seats): Row 1–3 Galaxy Moon (74), Row 4–6 Earth (88), Row 7–9 Sirius (110), Row 10–12 Mercury (110), Row 13–14 Titan (68).

Ruby auditorium (136 seats): Moon 26, Earth 40, Sirius 28, Mercury 26, Titan 16.

Chair specification: Fully upholstered high-back with PU armrests; ergonomic double-curvature shell; 12mm cross-ply laminated plywood shell; high-density moulded foam; Weavers World Galaxy fabric (+50,000 rubs) in five colours – samples required for client sign-off; dual mild steel structure with central 50mm tube post; double swing-arm mechanism; tapered bush seat bracket; 2.5mm dome pressed footplate fixed per manufacturer instructions; black epoxy powder coating 60–80 microns; centre-to-centre spacing 650mm minimum; armrests ±540mm apart; 100% local manufacture preferred; SABS 1528-1 institutional test passed; swing mechanism load capacity 250kg; 5-year warranty minimum.

Execution requirements: Phased removal and disposal of existing seating (scrap metal proceeds returned to CSIR ICC); staggered installation to accommodate venue bookings (evenings/weekends); Safety File submission and site safety induction before work; Quality Control Plan (QCP) approval before commencement; chair sample and fabric sample for client approval prior to installation.

Method statement (20% weight) must cover: sourcing, delivery and handling of auditorium seats; safe removal and protection of existing seating; installation method for new auditorium seats; SHE measures including risk mitigation; environmentally sound disposal of removed materials; contingency measures for unforeseen changes. Scoring: 10 points – fully compliant, detailed, project-specific, clear timelines, strong SHE compliance, sound disposal, defined contingencies; 7 points – addresses all elements but lacks detail/depth; 5 points – partially compliant, generic, limited project-specific detail; 0 points – irrelevant or below 5 points on weighted elements. Project plan (10% weight) must be a Gantt chart using RFP closing date as baseline; completion in 10 weeks or less for full score; longer durations score lower; non-submission or generic programme scores 0.

Client reference letters (20%): minimum 3 contactable references on client letterhead for fixed auditorium seating supply/installation; business email/office/cell numbers required (no personal emails); more than 7 references = 10 pts, 5–7 = 7 pts, 3–4 = 5 pts, <3 = 0 pts. Company profile and organogram (20%): minimum 5 years' experience in removal, supply and installation of auditorium seats; organogram showing all key staff assigned to project with roles/expertise; >10 years = 10 pts, 8–10 years = 7 pts, 5–8 years = 5 pts, <5 years or no profile = 0 pts. Project Lead CV (20%): minimum 5 years' project management experience; >10 years = 10 pts, 7–10 years = 7 pts, 5–7 years = 5 pts, <5 years or no CV = 0 pts. Welder CV (10%): minimum 5 years' experience in swivel/auditorium seating installation; >10 years = 10 pts, 7–10 years = 7 pts, 5–7 years = 5 pts, <5 years or no CV = 0 pts.

Quality Control Plan (QCP) required for approval before work commencement. Chair sample and fabric sample required for client approval prior to installation. Seating system must have passed SABS 1528-1 test criteria for institutional use. 5-year minimum warranty. Powder coating thickness 60–80 microns for impact resistance. Structural load performance: swing mechanism to support 250kg. Due diligence on reference letters will be conducted; disqualification if references do not reflect project scope.

Pricing Schedule (Annexure D) must be completed on official company letterhead. Only firm prices accepted; non-firm or exchange-rate-linked prices rejected. Rates fully inclusive of all costs (travel, accommodation, freight, insurance, duties). No unauthorised amendments to pricing schedule; improper completion leads to rejection. Pricing in South African Rand. Pricing proposal submitted in separate email from technical proposal. CSD registration report required for RSA suppliers. Cover letter required with financial proposal.

Pricing in South African Rand (all applicable taxes, less unconditional discounts). Only firm prices accepted; non-firm or exchange-rate-linked prices rejected. Price must include travel, freight, insurance until acceptance, duties, and all execution costs. Detailed pricing on Annexure D Pricing Schedule/Bill of Quantities on official company letterhead. Payment per CSIR Payment Terms and Conditions. CSD registration report required for RSA suppliers. Pricing proposal submitted separately from technical proposal.

Mandatory: CSD registration (www.csd.gov.za) with unique registration number; valid SARS Tax Compliance PIN or TCS certificate (each JV partner separately); not listed on NT Register of Tender Defaulters or List of Restricted Suppliers; valid CIDB grading 4GB or higher (JV lead partner 4GB or one level below with required recognition; combined grading 4GB or higher); attendance at compulsory site briefing; all mandatory returnable documents per Annexure E (SBD 1, SBD 4, Annexure G Preference Points Award Form, Annexure F Certificate of Acquaintance, Annexure I RFP Declaration and Breach of Law Form, Annexure J Mutual NDA, Authority to Sign/Board Resolution). Joint ventures: signed JV agreement with lead partner and work split; consolidated B-BBEE scorecard; separate tax compliance per partner; proof of ownership/shareholder certificates; company registration certificates. B-BBEE preference points claimed via Annexure G. Local production preferred (100% locally manufactured).

Safety File must be submitted to CSIR Safety Official for approval before commencing work, aligned with project timelines. All personnel must complete site safety induction before starting work. Method statement must address Safety, Health and Environment (SHE) measures including risk mitigation (weighted element in evaluation). Phased removal and installation to accommodate ongoing venue use. Environmentally sound disposal of removed materials required (scrap metal to recycling dealer, proceeds returned to CSIR ICC). Contingency measures for unforeseen project changes required in method statement.

Contract form: Draft Supplier Agreement for minor works to be concluded upon award. Governing law: South African law; exclusive jurisdiction of South African courts. Indemnity: bidder indemnifies CSIR for costs/damages arising from breach of bid conditions. Precedence: RFP document prevails over briefing information unless written amendment references RFP. Tax compliance: award withdrawn if bidder not tax compliant at award or submits fraudulent certificate; contract cancellable if bidder ceases to be tax compliant. Tender defaulters/restricted suppliers: award withdrawn/cancelled if bidder appears on NT registers. Confidentiality: bid information proprietary to CSIR; no disclosure without written approval; breach may lead to disqualification and civil action. Availability of funds: CSIR may terminate/suspend if funds unavailable; payment due for services delivered to termination date. Personal information (POPI Act): mutual consent to hold/process personal information; compliance with POPI Act and CSIR governance; CSIR may audit bidder compliance. Disclaimer: RFP not an offer; no liability for accuracy/completeness; submission deemed acceptance of all terms. CSIR reserves rights to extend closing date, correct mistakes, verify information, request proof, conduct site inspections/product evaluations, award to non-highest scorer per PPPFA s2(1)(f), request audited financials for due diligence, award whole or in part, award to multiple bidders, cancel/terminate at any stage, post-tender negotiate, and not award to bidders associated with security breaches or fraud charges.

CSIR reserves rights to: extend closing date; correct mistakes; verify information; request documentary proof; conduct site inspections/product evaluations; award to non-highest scorer per PPPFA s2(1)(f); request audited financials for due diligence; award whole or in part; award to multiple bidders; cancel/terminate at any stage; post-tender negotiate on technical, transformation, price, contractual terms; not award to bidders linked to security breaches or fraud charges. Conflict of interest/fraud/corruption: disqualification for collusive tendering, unlawful assistance, gifts/inducements, contingent fees, past misconduct, fraud/forgery convictions. Misrepresentation during contract lifecycle may lead to termination and claims. Preparation costs borne by bidder; CSIR not liable for bid costs.

Electronic submission only to [email protected] in two separate emails (technical and pricing). Mandatory attendance at compulsory briefing/site inspection on 21 August 2026. Valid CIDB 4GB or higher grading. CSD registration and tax compliance. All mandatory returnable documents per Annexure E. No counter conditions or amendments to RFP conditions permitted. Proposals must be signed by authorised signatory. No cloud-based submissions. English language only.

Three-phase evaluation: Phase 1 elimination (pass/fail) for late/incorrect submission, NT blacklists, missing documents, CIDB grading, briefing attendance. Phase 2 technical (100 pts, 70% overall and 50% per criterion minimum): references 20, company profile 20, Project Lead CV 20, Welder CV 10, method statement 20, project plan 10. Phase 3 price and preference points (80/20 PPPFA) per Annexure G. CSIR may award to non-highest scorer under PPPFA s2(1)(f). Objective criteria: no fraud charges against directors/officers; due diligence on references.