Csir RFQ 3733: 5-Year fire detection, gas suppression & sprinkler maintenance at gauteng & KZN sites

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The CSIR reserves the right to

15.1 Extend the closing date of this RFQ;

15.2 Correct any mistakes at any stage of the tender that may have been in the Bid documents

or occurred at any stage of the tender process;

15.3 Verify any information contained in the bidder’s submission;

15.4 Request documentary proof regarding the bidder’s submission;

15.5 Carry out site inspections, product evaluations or explanatory meetings in order to verify the

nature and quality of the product/service offered by the bidder(s) or verify any information

whether before or after the adjudication of this RFQ;

15.6 Award this tender to a bidder that did not score the highest total number of points, only in

accordance with Section 2(1)(f) of the PPPFA (Act );

15.7 Request audited financial statements or other documents for the purpose of a due diligence

exercise to determine if the bidder will be able to execute the contract;

15.8 Award this RFQ as a whole or in part;

15.9 Award this RFQ to multiple bidders;

15.10 Cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after tenders have been evaluated

and/or after the preferred bidder(s) have been notified of their status as such;

15.11 Post tender negotiate on any elements on the bid, including but not limited to technical,

transformation, price, and contractual terms and conditions.;

15.12 Not to award a contract to a bidder who is associated with a security breach that materially

adversely affects other entities or if any directors or officers of a bidder are formally charged

of fraudulent or illegal conduct which, would harm the CSIR’s reputation by its continued

association with the bidder.

16 confidentiality

Some of the information contained in the Tender Documents may be of a confidential nature

and must only be used for purposes of responding to this RFQ. This confidentiality clause

extends to bidder partners whom you may decide to involve in preparing a response to this

RFQ.

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Except as may be required by operation of law, by a court or by a regulatory authority having

appropriate jurisdiction, no information contained in or relating to this bid or a bidder’s

tender(s) will be disclosed by any bidder or other person not officially involved with the

CSIR’s examination and evaluation of a Tender.

No part of the bid may be distributed, reproduced, stored or transmitted, in any form or by

any means, electronic, photocopying, recording or otherwise, in whole or in part except for

the purpose of preparing a Tender. This bid and any other documents supplied by the CSIR

remain proprietary to the CSIR and must be promptly returned to the CSIR upon request

together with all copies, electronic versions, excerpts or summaries thereof or work derived

there from.

Throughout this bid process and thereafter, bidder(s) must secure the CSIR’s written

approval prior to the release of any information that pertains to (i) the potential work or

activities to which this bid relates; or (ii) the process which follows this bid. Failure to adhere

to this requirement may result in disqualification from the bid process and civil action.

17 protection of personal information

17.1 Each Party consents to the other Party holding and processing “personal information” (as

defined in the POPI Act) relating to it for legal, personnel, administrative and management

purposes (including, if applicable, any “special personal information” relating to him/her, as

defined in the POPI Act). Notwithstanding the generality of the aforesaid, each Party hereby

undertakes to comply with all relevant provisions of the POPI Act and any other applicable

data protection laws. The Client further agrees to comply with all CSIR’s reasonable internal

governance requirements pertaining to data protection.

17.2 Each Party consents to the other Party making such information available to those who

provide products or services to such parties (such as advisers, regulatory authorities,

governmental or quasi-governmental organisations and potential purchasers of such Party

or any part of their business).

17.3 The Client consents to the transfer of such information to CSIR’s business contacts outside

South Africa in order to further its business interests.

17.4 While performing any activity where a Party is handling personal information as a

“responsible party” (as defined in the POPI Act), each Party undertakes that it will process

the personal information strictly in accordance with the terms of the POPI Act, this Contract,

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and the other Party’s instructions from time to time, and take appropriate operational

measures to safeguard the data against any unauthorised access.

17.5 Each Party acknowledges that in the course of conducting business with each other, each

Party intends to maintain and process personal information about the other Party in an

internal database. By signing this Contract, each Party consents to the maintenance and

processing of such personal information.

17.6 Where relevant, the Client shall procure that all of its personnel, agents, representatives,

contractors, sub-contractors and mandataries shall comply with the provisions of this clause

17 (Personal Information). The CSIR shall be entitled on reasonable notice to conduct an

inspection or audit Client’s compliance with the requisite POPI Act safeguards.

1. CIDB registered 3SF or higher (or capable prior to closing). 2) Minimum 5 years company experience in fire detection, gas suppression, sprinkler maintenance. 3) Two technicians: one SAQCC Fire Detection Commissioner (3+ years), one SAQCC Gas Suppression Commissioner (3+ years). 4) Valid public liability insurance R5M+. 5) Valid COIDA letter of good standing. 6) Reference letters: 3 fire detection, 2 gas suppression, 1 VESDA, 1 fire beams (2014-present). 7) Tax compliant (verified via CSD). 8) Registered on National Treasury Central Supplier Database. 9) Attend compulsory site inspection. 10) Not listed on NT restricted suppliers or tender defaulters registers. 11) Sprinkler work by ASIB-registered entity.

The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific

research and technology development organisations in Africa. In partnership with national and

international research and technology institutions, the CSIR undertakes directed and

multidisciplinary research and technology innovation that contributes to the improvement of

the quality of life of South Africans. The CSIR’s main site is in Pretoria while it is represented

in other provinces of South Africa through regional offices.

2 invitation for quotation

Request for Quotations are hereby requested from suitable qualified and experienced for the

provision of fire detection, gas fire suppression systems and sprinkler systems, for a period

of five (5) years at the CSIR Gauteng & KwaZulu Natal Sites.

The detailed scope of work is outlined under Annexure A

4 pricing requirements

4.1 Pricing must be provided in South African Rand (including all applicable taxes less all

unconditional discounts).

4.2 Prices that are subject to escalation and exchange rate fluctuations are to be clearly

indicated, with the currency and ROE used in the quotation must be clearly indicated.

4.3 Price should include additional cost elements such as freight, insurance until acceptance,

duty where applicable, etc.

4.4 Payment will be according to the CSIR Payment Terms and Conditions.

4.5 Please provide a detail pricing using a Bill of Quantities outlined under Annexure B.

Bidders are to price their quotations using the Bill of Quantities. Explanatory notes

must be provided in the quotation when deviating from the Bill of Quantities

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5 returnables

Returnables are required for evaluation purposes. Bidders’ responses will be evaluated based

on compliance with the listed administration and mandatory bid requirements. The bidder(s)

proposal may be disqualified for non-submission of any of the documents.

5.1 Essential Returnable Documents

Without limiting the generality of the CSIR’s other critical requirements for this Bid,

bidder(s) must submit the documents listed in Table 1 below. All documents must be

completed and signed by the duly authorized representative of the prospective

bidder(s).

Please confirm submission of the Essential Returnable Documents detailed below by

so indicating [Yes or No] in the table below:

Table 1

Item submitted

Essential returnable documents

NO. [Yes/No]

1. Annexure C: Completed and Signed Standard Bidding Document (SBD) 1

Form

2. Annexure D: Completed and Signed Standard Bidding Document (SBD) 4

Form

3. Annexure E: Completed and Signed Preference Points Award Form

(Mandatory documents to claim preference points)

Bidder must submit a quotation on official company letterhead

5. Bidder must submit proof of valid public liability cover of a minimum of five

million rand (R 5 000 000.00).

The preferred bidder must submit proof of cover within seven days of being

requested to do so.

6. Bidder must submit a company profile highlighting the number of years that

the bidder has been offering the maintenance service of Fire detection, Gas

Suppression and Sprinkler systems.

The bidder’s company must demonstrate a minimum of 5 years.

7. Bidder must submit a detailed CV of a Technician registered as a

commissioner with SAQCC with a minimum of three (3) years’ experience in

the maintenance service of fire detection system.

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8. Bidder must submit a detailed CV of a Technician registered as a

commissioner with SAQCC with a minimum of three (3) years’ experience in

the maintenance service of fire Gas Suppression System.

5.2 Mandatory Returnable Documents

Failure to submit all Mandatory Returnable Documents by the closing date and time of

this RFQ will result in a Respondent’s disqualification. Bidders are therefore urged to

ensure that all these documents are returned with their RFQ.

Please confirm submission of the Mandatory Returnable Documents detailed below by

so indicating [Yes or No] in the table below:

Table 2

Item submitted

Mandatory returnable documents

NO. [Yes/No]

1. Bidder must submit a completed Annexure B: Bill of quantities

2. The bidder must submit a valid letter of good standing relevant to the

scope of work from the Department of Employment and Labour (COIDA)

or any approved private insurance firm.

3. Bidder must submit a minimum of three (3) reference letters/completion

certificates indicating experience in the installation, maintenance services

and commissioning of fire detection systems scope of work completed

between 2014 to date.

Reference letters submitted must be accessible for vetting.

(Purchase Orders and Appointment Letters will not be considered as

reference letters).

4. Bidder must submit a minimum of two (2) reference letters/completion

certificates indicating experience in the installation, maintenance services

and commissioning of gas suppression systems scope of work completed

between 2014 to date.

Reference letters submitted must be accessible for vetting.

(Purchase Orders and Appointment Letters will not be considered as

reference letters).

5. Bidder must submit a minimum of one (1) reference letter/completion

certificate indicating experience in the installation, maintenance services

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and commissioning of Vesda System scope of work completed between

2014 to date. Reference letters submitted must be accessible for vetting.

(Purchase Orders and Appointment Letters will not be considered as

reference letters).

6. Bidder must submit a minimum of one (1) reference letter/completion

certificate indicating experience in the installation, maintenance services

and commissioning of fire beams scope of work completed between 2014

to date.

Reference letters submitted must be accessible for vetting.

(Purchase Orders and Appointment Letters will not be considered as

reference letters).

7. Bidder must submit proof of valid South African Qulification & Certification

Committee (SAQCC-Fire Detecion) – qualified as a Commissioner for the

Technician.

8. Bidder must submit proof of valid South African Qulification & Certification

Committee (SAQCC-Gas Suppression) – qualified as a Commissioner for

the Technician.

CIDB CRS No for 3SF or higher:

6 evaluation process and criteria

The RFQ will be evaluated as per the following:

Phase 1 – Elimination Criteria

The bidders will be evaluated on the elimination criteria as stated in Point 6.1 below. Bidders

that are eliminated during this phase will not be evaluated further on price and preference

points.

Phase 2 – Price and Preference Points Evaluation

Bidders will be evaluated as per the preference points system stated in point 6.2 below.

6.1 Elimination Criteria

Bidders will be eliminated if they fail to provide the following information:

a) Bidder that submit late bids will not be considered.

b) Bidder that submit to the incorrect location or email address will not be considered.

c) Bidder that is listed on the NT database of restricted suppliers will not be

considered.

d) Bidder that is registered on the NT Register of Tender Defaulters will not be

considered.

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e) Bidder that did not submit mandatory returnable documents as listed on paragraph

5.2 (Table 2).

f) Bidder that fail to meet the specification requirements will not be considered.

g) Bidder that is not registered and active of CIDB with a grade of 3SF or higher will

not be considered.

h) Bidder that fails to attend the compulsory briefing session and site inspection will

not be considered.

6.2 Preferential Points System Evaluation Criteria

Selection of suppliers will be based on the 80/20 preference point system as stipulated

7 objective criteria

The CSIR reserves the right to award this tender to a bidder that did not score the highest

total number of points in accordance with Section (2) (1) (f) of the PPPFA (Act )”,

under the following conditions:

• The directors, shareholders or officers of the bidder must not be formally charged of

fraudulent or illegal conduct which could harm the CSIR’s reputation by associating

with the bidder.

8 submission requirements

8.1 All quotations must be submitted electronically to [email protected]

8.2 Respondents must use the RFQ number and RFQ Description as the subject reference

number when submitting their bids.

8.3 The email and file sizes must not exceed a total of 25MB per email.

8.4 Documents submitted via cloud solutions such as: WeTransfer, Google Drive, Dropbox, etc.

will not be considered.

8.5 The naming / labelling syntax of files or documents must be short and simple.

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9 construction industry development board (CIDB)

9.1 Only those tenderers who are registered with the CIDB or are capable of being so prior to

the closing date and time of this RFQ submissions, with a grading of 3SF or higher class of

construction works, will be considered.

9.2 Joint ventures are eligible to submit proposals provided that:

• Every member of the joint venture is registered with the CIDB;
• The lead partner has a contractor grading designation in the 3SF or higher class of

construction work; or not lower than one level below the required grading designation

in the class of works construction works under consideration and possess the required

recognition status;

• The combined contractor grading designation calculated in accordance with the

Construction Industry Development Regulations is equal to 3SF or higher class of

construction work.

10 medium of communication

All documentation submitted in response to this RFQ must be in English.

11 correctness of responses

11.1 The bidder must confirm satisfaction regarding the correctness and validity of their proposal

and that all prices and rates quoted cover all the work/items specified in the RFQ. The prices

and rates quoted must cover all obligations under any resulting contract.

11.2 The bidder accepts that any mistakes regarding prices and calculations will be at their own

risk.

12 verification of documents

12.1 Bidders should check the numbers of the pages to satisfy themselves that none are missing

or duplicated. No liability will be accepted by the CSIR in regard to anything arising.

12.2 Pricing schedule and specific goals credentials should be submitted with the RFQ response.

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13 preparation costs

The Bidder will bear all its costs in preparing, submitting and presenting any response or

Tender to this bid and all other costs incurred by it throughout the bid process. Furthermore,

no statement in this bid will be construed as placing the CSIR, its employees or agents under

any obligation whatsoever, including in respect of costs, expenses or losses incurred by the

bidder(s) in the preparation of their response to this bid.

14 other terms and conditions

14.1 No bidder shall under any circumstances offer, promise or make any gift, payment, loan,

reward, inducement, benefit or other advantage, which may be construed as being made to

solicit any favour, to any CSIR employee or its representatives. Such an act shall constitute

a material breach of the Agreement and the CSIR shall be entitled to terminate the

Agreement forthwith, without prejudice to any of its rights.

14.2 Bidders shall not assume that information and/or documents supplied to CSIR, at any time

prior to this request, are still available to CSIR, and shall consequently not make any

reference to such information document in its response to this request.

14.3 Changes by a bidder to its submission will not be considered after the closing date and time.

14.4 Bidders confirm that by submitting a tender, they confirm that I am satisfied with regards to

the correctness and validity of my quotation; that the price(s) and rate(s) quoted cover all

the services specified in the quotation documents; that the price(s) and rate(s) cover all my

obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations

will be at my own risk.

14.5 Bidders further confirm that by submitting a tender, they accept to take accept full

responsibility for the proper execution and fulfilment of all obligations and conditions

devolving on them under this RFQ as the principal liable for the due fulfilment of this RFQ

process.

14.6 No goods and/or services shall be delivered to the CSIR without an official CSIR Purchase

order. CSIR purchase order number must be quoted on the invoice. Invoices without CSIR

purchase order numbers will be returned to the supplier.

The scope of work shall include but not limited to the following:

• Perform scheduled maintenance of Automatic Fire Detection including VESDA, Evac

(Public Address), Gas Suppression, and Sprinkler systems.

• This contract covers the KwaZulu Natal and Gauteng regions and service providers will be

required to have an established office/workshop presence and sufficient capacity to

effectively service both areas.

• Perform quarterly inspections, fault finding, repairs and functionality verification on fire

detection system.

• Test and verify that all the fire alarm signals from the buildings are transmitted to the last

point at control room on quarterly basis during the inspections. Complete the register at

the control room on completion of testing. The remote monitoring is done via AJAX desktop

application.

• Supply and affix service stickers and maintain logbooks on all fire panels.
• Submit periodic reports for all planned and reactive work carried out.
• Submit service certificates for all fire panels on completion of every quarterly scheduled

preventative maintenance service.

• Provide a dedicated team to planned and ad-hoc emergency exercises and drills.
• Provide technical support on new build projects on as and when required basis.
• Provide service of de-activating and activating specific loops on the detection system for

events in buildings, show rooms, project work, etc. during office and after hours.

• Provide service maintenance for the evac systems.

During quarterly maintenance schedules the following must be adhered to:

• A Visual inspection should be made to check whether structural or occupancy changes have

affected the compliance and integrity of the system.

• The records of false alarms should be checked, the rate of false alarms during the previous

12 months should be recorded, and action should be taken in respect of excessive false alarms

being recorded.

• The fire alarm functions of the control and indicating equipment should be checked by the

operation of a selected section of the building for each circuit. An entry should be made in the

log book indicating which devices have been used for these tests.

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• All controls and visual indicators at control and indicating equipment should be checked for

correct operation. The operation of any facility for automatic transmission of alarm signal to an

alarm receiving centre should be checked.

• Where more than one form of alarm signal can be transmitted (e.g fire and fault signals) the

correct transmission of each signal should be confirmed.

• All auxiliary functions of control and indicating equipment should be tested.
• At least 25% of all installed equipment, An entry should be made in the log book indicating

which devices have been used for these tests and the devices colour tagged.

• On completion of work, any outstanding defects should be reported to the CSIR responsible

person, the system log book should be completed and a servicing certificate should be issued

within 48 hours of completion of service.

The standby battery should be disconnected and full load alarm should be simulated.

Ad-hoc services/work procedure

Ad hoc services/work includes upgrade, alteration to existing fire systems installation: fire

detection, gas suppression and sprinkler systems.

• CSIR representative will compile and submit itemized quotation together with the technical

description and scope of ad hoc work required to the appointed contractor.

• The contractor must ensure that the requirements stated in the quotation are unambiguous

and fully understood prior ro preparing the detailed proposal/quotation. A site visit may be

required for the contractor to prepare detailed proposal/quotation.

• The appointed contractor will submit itemized quotation, a comprehensive quality program,

crafts manhours and proposed project schedule to CSIR representative.

• The proposal from the appointed contractor will include proposed milestones and cashflow

projections.

• An official instruction will be issued by the CSIR representative.
• No work shall commence if the contractor is not in possession of the following:

➢ Official work instruction

➢ Approved quality control plans (QCPs)

➢ Approved design and SOPs (where applicable)

Spares management

The service provider will provide spares for repairs and maintenance. The service provider shall

source one spare quotation for emergency breakdown. Three quotations from different

suppliers(resellers) of the spares will be required for planned or ad hoc work, the service provider

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will add a percentage mark-up on spares as per the contract agreement. CSIR reserves the right

to to free issue the materials and spares for any work request. Lead time on spares will be agreed

to during contracting.

Service Level agreements

Call Outs

• The service provider shall offer continuous technical support to CSIR, addressing any inquiries

and assisting in troubleshooting (24/7 operations).

• The service provider is required to respond to incidents within the following timeframes from

notification:

➢ Critical incident = 3 hour from notification. The work is classified as reactive

and interrupt the daily schedule. The work starts immediately and may

continue until completed.

➢ All other incidents = 24 hours from notification. The work may interrupt weekly

schedule and shall go through planning processes.

• The service provider shall ensure that standby arrangements for call outs are at all times in

place.

• Upon appointment and commencement of services, the service provider must furnish the CSIR

with a call-out list containing the names and contact numbers of technicians involved in the

project.

Maintenance Staff

• The service provider shall employ and manage its Maintenance Staff to ensure timely, efficient

execution of the Works with minimum interruption to the CSIR.

• Technicians and any other staff members working at the CSIR must be issued with safety

clothing with the company’s name clearly visible.

Qualifications and Compliance Requirements

• All servicing of Automatic Fire Detection, Gas Suppression, and Automatic Sprinkler systems

shall be performed by a qualified technician who signs off the Certificate of Compliance (COC)

and submits it to the CSIR responsible person upon completion of service.

• The service technician must be registered with the South African Qualification and Certification

Committee (SAQCC) as a Commissioner for Fire Detection and Gas Suppression.

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• Copies of the technician’s SAQCC registration documents must be submitted to the CSIR

responsible person and kept on record. Should the technician change, the new technician’s

registration documents must be submitted before work continues.

• A single individual registered for both Fire Detection and Gas Suppression, or two separate

individuals for each category, will be accepted.

• Maintenance of Automatic Fire Sprinkler Systems shall be carried out by a company registered

with the Automatic Sprinkler Inspection Bureau (ASIB).

• Sub-contracting for sprinkler maintenance is permitted, provided a signed sub-contractor

agreement is submitted to the CSIR before any work commences.

• All work shall comply with SANS 10139, SANS 10287, SANS 14520, and all other relevant

standards and municipal by-laws.

Safety and security considerations

• Upon appointment, the Contractor shall be expected to submit a safety file prior to

commencement of works.

• All technicians assigned to carry out work at the CSIR are required to attend a compulsory

safety induction conducted by the Health & Safety Department prior to commencing any work

on site.

• The Contractor to ensure all work performed and/or equipment used on site complies with the

Occupational Health and Safety Act (OHS Act No and its Regulations).

• During progress of the works and upon completion thereof, the Site of the Works shall be kept

and left in a clean and orderly condition. The Contractor shall store materials and equipment

for which he/she is responsible in an orderly and safe manner and shall keep the site free from

debris and obstructions.

• All redundant materials and waste arising from the work must be regularly removed from the

site at the contractor’s cost.

Site Physical Addresses:

• Pretoria Scientia: Meiring Naude Road, Brummeria
• Paardefontein: Farm Paardefontein, 282JR Portion 6 & 7
• Johannesburg Carlow Road: Cnr. Rustenburg and Carlow Road,Auckland Park
• Cottesloe: Cnr. Newton and Frost Avenue, Cottesloe
• Durban: 459 Mazisi Kunene Road, Glenwood Durban 4001

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Annexure B

of five (5) years at the CSIR Gauteng & KwaZulu Natal Sites.

Bid response documents may be emailed to [email protected]

The CSIR requires that all tender submissions be submitted electronically to [email protected]. Should tender file size

exceed 25MB, bidders submit tender in multiple emails. Use the tender number CSIR RFQ N.: 3733/31/07/2026 and

description of the tender as the subject on your email.

Technical enquiries may be directed to:

Bidding procedure enquiries may be directed to

CONTACT PERSON Supply Chain Management CONTACT PERSON Supply Chain Management

Telephone telephone

Number 012 841-2911 number 012 841-2911

• Facsimile

Facsimile number number

E-MAIL ADDRESS [email protected] E-MAIL 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

1 are you

2 are you a

THE ACCREDITED Yes No

Foreign based

Representative

Supplier for the

IN SOUTH AFRICA Yes No [IF YES, ANSWER THE

Goods /services

For the goods questionnaire

/Works offered?

/Services /works [if yes enclose proof] 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

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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.

Part b: terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. 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, 2022, 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.”

Nb: failure to provide / or comply with any of the above particulars may

Render the bid invalid.

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

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

(Proof of authority must be submitted e.g. company resolution)

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

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Annexure D

Standard Bidding Document (SBD) 4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this

invitation to bid. In line with the principles of transparency, accountability,

impartiality, and ethics as enshrined in the Constitution of the Republic of South

Africa and further expressed in various pieces of legislation, it is required for the

bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List

of Restricted Suppliers, that person will automatically be disqualified from the bid

process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest1 in the enterprise,

employed by the state? YES /NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if

applicable, state employee numbers of sole proprietor/ directors / trustees /

shareholders / members/ partners or any person having a controlling interest

in the enterprise, in table below.

Full Name Identity Number Name of State

institution

1 the power, by one person or a group of persons holding the majority of the equity of an

enterprise, alternatively, the person/s having the deciding vote or power to influence or to

direct the course and decisions of the enterprise.

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CSIR Tender Documentation

2.2 Do you, or any person connected with the bidder, have a relationship with any

person who is employed by the procuring institution? YES /NO

2.2.1 If so, furnish particulars:

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

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

2.3 Does the bidder or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest in the enterprise have any

interest in any other related enterprise whether or not they are bidding for this

contract? YES /NO

2.3.1 If so, furnish particulars:

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

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

CSIR RFQ No.: 3733/31/07/2026

Date of issue Wednesday, 08 July 2026

Date and Time Friday, 17 July 2026 @ 10:00 – 11:00

Compulsory Site Inspection Building 2, C Block Entrance, CSIR Scientia

commissioner with SAQCC with a minimum of three (3) years’ experience in

the maintenance service of fire detection system.

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commissioner with SAQCC with a minimum of three (3) years’ experience in

the maintenance service of fire Gas Suppression System.

5.2 Mandatory Returnable Documents

Committee (SAQCC-Fire Detecion) – qualified as a Commissioner for the

Committee (SAQCC-Gas Suppression) – qualified as a Commissioner for

the Technician.

CIDB CRS No for 3SF or higher:

e) Bidder that did not submit mandatory returnable documents as listed on paragraph

5.2 (Table 2).

f) Bidder that fail to meet the specification requirements will not be considered.

g) Bidder that is not registered and active of CIDB with a grade of 3SF or higher will

not be considered.

h) Bidder that fails to attend the compulsory briefing session and site inspection will

not be considered.

6.2 Preferential Points System Evaluation Criteria

Selection of suppliers will be based on the 80/20 preference point system as stipulated

internal database. By signing this Contract, each Party consents to the maintenance and

processing of such personal information.

17.6 Where relevant, the Client shall procure that all of its personnel, agents, representatives,

contractors, sub-contractors and mandataries shall comply with the provisions of this clause

17 (Personal Information). The CSIR shall be entitled on reasonable notice to conduct an

inspection or audit Client’s compliance with the requisite POPI Act safeguards.

18 indemnity

• Perform scheduled maintenance of Automatic Fire Detection including VESDA, Evac

(Public Address), Gas Suppression, and Sprinkler systems.

• This contract covers the KwaZulu Natal and Gauteng regions and service providers will be

required to have an established office/workshop presence and sufficient capacity to

effectively service both areas.

• Perform quarterly inspections, fault finding, repairs and functionality verification on fire

detection system.

• Test and verify that all the fire alarm signals from the buildings are transmitted to the last

point at control room on quarterly basis during the inspections. Complete the register at

the control room on completion of testing. The remote monitoring is done via AJAX desktop

application.

• Supply and affix service stickers and maintain logbooks on all fire panels.
• Submit periodic reports for all planned and reactive work carried out.
• Submit service certificates for all fire panels on completion of every quarterly scheduled

preventative maintenance service.

• Provide a dedicated team to planned and ad-hoc emergency exercises and drills.
• Provide technical support on new build projects on as and when required basis.
• Provide service of de-activating and activating specific loops on the detection system for

events in buildings, show rooms, project work, etc. during office and after hours.

• Provide service maintenance for the evac systems.

• A Visual inspection should be made to check whether structural or occupancy changes have

affected the compliance and integrity of the system.

• The records of false alarms should be checked, the rate of false alarms during the previous

12 months should be recorded, and action should be taken in respect of excessive false alarms

being recorded.

• The fire alarm functions of the control and indicating equipment should be checked by the

operation of a selected section of the building for each circuit. An entry should be made in the

log book indicating which devices have been used for these tests.

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Ad hoc services/work includes upgrade, alteration to existing fire systems installation: fire

detection, gas suppression and sprinkler systems.

• CSIR representative will compile and submit itemized quotation together with the technical

description and scope of ad hoc work required to the appointed contractor.

• The contractor must ensure that the requirements stated in the quotation are unambiguous

and fully understood prior ro preparing the detailed proposal/quotation. A site visit may be

required for the contractor to prepare detailed proposal/quotation.

• The appointed contractor will submit itemized quotation, a comprehensive quality program,

crafts manhours and proposed project schedule to CSIR representative.

• The proposal from the appointed contractor will include proposed milestones and cashflow

projections.

• An official instruction will be issued by the CSIR representative.
• No work shall commence if the contractor is not in possession of the following:

➢ Official work instruction

➢ Approved quality control plans (QCPs)

➢ Approved design and SOPs (where applicable)

• All servicing of Automatic Fire Detection, Gas Suppression, and Automatic Sprinkler systems

shall be performed by a qualified technician who signs off the Certificate of Compliance (COC)

and submits it to the CSIR responsible person upon completion of service.

• The service technician must be registered with the South African Qualification and Certification

Committee (SAQCC) as a Commissioner for Fire Detection and Gas Suppression.

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• Copies of the technician’s SAQCC registration documents must be submitted to the CSIR

responsible person and kept on record. Should the technician change, the new technician’s

registration documents must be submitted before work continues.

• A single individual registered for both Fire Detection and Gas Suppression, or two separate

individuals for each category, will be accepted.

• Maintenance of Automatic Fire Sprinkler Systems shall be carried out by a company registered

with the Automatic Sprinkler Inspection Bureau (ASIB).

• Sub-contracting for sprinkler maintenance is permitted, provided a signed sub-contractor

agreement is submitted to the CSIR before any work commences.

• All work shall comply with SANS 10139, SANS 10287, SANS 14520, and all other relevant

standards and municipal by-laws.

CSIR RFQ No.: 3733/31/07/2026

Pricing Notes

i. The rates to be quoted in the Bill of Quantities are to be the fully inclusive

prices for the work described under the items.

ii. No unauthorized amendment shall be made to the Bill of Quantities. If such

amendment is made or if the price schedule is not properly completed, the

tender will be rejected.

iii. Please refer to Annexure B for the Bill of Quantities.

iv. Pricing must be provided in South African Rand.

v. Rates shall cover all costs and expenses that may be required in and for the

execution of the work described.

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CSIR Tender Documentation

CSIR RFQ No: 3733/31/07/2026 For the Provision of Fire Detection, Gas Fire Suppression Systems and Sprinkler Systems, for a period of five (5) years at the CSIR Gauteng & KwaZulu Natal Sites.

NO types of fire control number of beam number of manual quaterly schedule

Panels/systems detectors call points maintenance item description unit number of panels number of detectors number of sounders rate total year 1 rate total year 2 rate total year 3 rate total year 4 rate total year 5

Pretoria

1 Building 1 Ziton 2-loop addressable fire alarm panel No 1 3 0 2 2 4 R - R - R - R - R - R - R - R - R - R -

2 Building 2 Ziton 2-loop addressable fire alarm panel No 1 119 1 38 40 4 R - R - R - R - R - R - R - R - R - R -

3 Building 3 Ziton 2-loop addressable fire alarm panel No 1 110 0 30 25 4 R - R - R - R - R - R - R - R - R - R -

4 Building 3 Archives C-Tec Panel - gas suppresssion system No 2 16 0 4 4 4 R - R - R - R - R - R - R - R - R - R -

Aritech FP2000 2 Loop adressable

5 Building 4 No 1 96 0 34 37 4 R - R - R - R - R - R - R - R - R - R -

panel,expandable to 4 Loops

6 Building 5 Aritech , Conventional No 1 140 0 15 12 4 R - R - R - R - R - R - R - R - R - R -

7 Building 6 Ziton, Conventional No 1 82 0 7 6 4 R - R - R - R - R - R - R - R - R - R -

8 Building 7 Aritech, Conventional No 1 31 0 8 5 4 R - R - R - R - R - R - R - R - R - R -

9 Building 8 Ziton 2-loop addressable fire alarm panel No 1 30 0 10 11 4 R - R - R - R - R - R - R - R - R - R -

Aritech FP2000 2 Loop adressable

10 Building 9 No 1 70 0 8 8 4 R - R - R - R - R - R - R - R - R - R -

panel,expandable to 4 Loops

11 Building 9 Data Centre Pyroshield gas suppression No 3 42 0 6 4 4 R - R - R - R - R - R - R - R - R - R -

12 Building 9 SANREN Server room C-Tec Panel - gas suppresssion system No 1 8 0 1 1 4 R - R - R - R - R - R - R - R - R - R -

Ziton/Aritech 2-loop addressable fire

13 Building 10 No 2 146 0 34 43 4 R - R - R - R - R - R - R - R - R - R -

alarm panel

14 Building 11 Ziton 4-loop addressable fire alarm panel No 1 123 0 18 18 4 R - R - R - R - R - R - R - R - R - R -

15 Building 11 Thefirebeam No 1 0 2 7 2 4 R - R - R - R - R - R - R - R - R - R -

16 Building 12 Ziton 4-loop addressable fire alarm panel No 1 135 0 20 12 4 R - R - R - R - R - R - R - R - R - R -

17 Building 13 Aritech, Conventional No 1 25 0 3 4 4 R - R - R - R - R - R - R - R - R - R -

18 Building 14 Aritech, Conventional No 2 380 0 30 20 4 R - R - R - R - R - R - R - R - R - R -

19 Building 15 Aritech, Addressable No 1 58 0 12 14 4 R - R - R - R - R - R - R - R - R - R -

20 Building 16 Ziton 2-loop addressable fire alarm panel No 1 21 0 15 8 4 R - R - R - R - R - R - R - R - R - R -

21 Building 17A Aritech, Addressable No 1 69 0 7 7 4 R - R - R - R - R - R - R - R - R - R -

22 Building 17A Thefirebeam No 1 0 2 2 0 4 R - R - R - R - R - R - R - R - R - R -

23 Building 17 B Aritech, Addressable No 1 53 0 7 8 4 R - R - R - R - R - R - R - R - R - R -

Aritech, Technoswitch Addressable &

24 Building 18 No 3 125 0 15 15 4 R - R - R - R - R - R - R - R - R - R -

Ziton

25 Building 19 Aritech, Addressable/Ziton addressable No 2 161 0 15 15 4 R - R - R - R - R - R - R - R - R - R -

26 Building 19C Fire beams No 1 0 2 4 0 4 R - R - R - R - R - R - R - R - R - R -

Aritech addressable /2 x Ziton

27 Building 20 No 1 105 0 22 20 4 R - R - R - R - R - R - R - R - R - R -

Conventional

28 Building 21 Ziton 2-loop addressable fire alarm panel No 1 70 0 14 13 4 R - R - R - R - R - R - R - R - R - R -

29 Building 22 Ziton 2-loop addressable fire alarm panel No 1 165 0 20 23 4 R - R - R - R - R - R - R - R - R - R -

30 Building 22 Archives North HFC 227 gas suppression system No 2 24 0 6 4 4 R - R - R - R - R - R - R - R - R - R -

31 Building 23 Ziton 2-loop addressable fire alarm panel No 1 85 0 30 30 4 R - R - R - R - R - R - R - R - R - R -

32 Building 23 Fire beams No 0 0 2 2 0 4 R - R - R - R - R - R - R - R - R - R -

33 Building 26 Technoswitch Conventional No 1 5 0 1 1 4 R - R - R - R - R - R - R - R - R - R -

34 Building 33 Ziton 2-loop addressable fire alarm panel No 1 67 0 30 30 4 R - R - R - R - R - R - R - R - R - R -

35 Building 34 Ziton 2-loop addressable fire alarm panel No 1 18 0 5 8 4 R - R - R - R - R - R - R - R - R - R -

36 Building 35 Ziton 2-loop addressable fire alarm panel No 1 16 0 6 6 4 R - R - R - R - R - R - R - R - R - R -

37 Building 36 Ziton 2-loop addressable fire alarm panel No 1 12 0 5 7 4 R - R - R - R - R - R - R - R - R - R -

38 Building 36 Data Centre Pyroshield gas suppression No 1 4 0 2 2 4 R - R - R - R - R - R - R - R - R - R -

39 Building 37 Aritech Addressable No 1 27 0 4 6 4 R - R - R - R - R - R - R - R - R - R -

40 Building 38 Ziton 2-loop addressable fire alarm panel No 1 13 0 7 7 4 R - R - R - R - R - R - R - R - R - R -

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CSIR Tender Documentation

41 Building 38 Fire beams No 1 0 1 1 1 4 R - R - R - R - R - R - R - R - R - R -

42 Building 39 Aritech Addressable No 1 142 5 18 12 4 R - R - R - R - R - R - R - R - R - R -

43 Building 39 Vesda system X 4 VENUES Sum 1 1 1 1 1 4 R - R - R - R - R - R - R - R - R - R -

44 Building 40 Ziton 2-loop addressable fire alarm panel No 1 8 0 2 2 4 R - R - R - R - R - R - R - R - R - R -

45 Building 41 Ziton 2-loop addressable fire alarm panel No 1 29 0 10 8 4 R - R - R - R - R - R - R - R - R - R -

46 Building 42 North/South Ziton 2-loop addressable fire alarm panel No 1 49 0 12 14 4 R - R - R - R - R - R - R - R - R - R -

Aritech addressable & TC804

47 Building 43 No 2 310 0 40 25 4 R - R - R - R - R - R - R - R - R - R -

Conventional

48 Building 43 Gas suppression system No 3 16 0 3 3 4 R - R - R - R - R - R - R - R - R - R -

Kiddy x 1 & Ziton ZP2 x 3 & 1 x

49 Building 44 No 4 1150 0 68 30 4 R - R - R - R - R - R - R - R - R - R -

conventional Technoswitch

Basement archive room gas suppression

50 Building 44 No 4 22 0 3 6 4 R - R - R - R - R - R - R - R - R - R -

system

Block D server room gas suppression

51 Building 44 No 1 6 0 2 2 4 R - R - R - R - R - R - R - R - R - R -

system

Aritech FP2000 2 Loop adressable

50 Building 45 No 1 86 2 12 9 4 R - R - R - R - R - R - R - R - R - R -

panel,expandable to 4 Loops

51 Building 46 A/B/C/D Ziton 2-loop addressable fire alarm panel No 1 125 0 30 32 4 R - R - R - R - R - R - R - R - R - R -

52 Building 46 E Ziton 2-loop addressable fire alarm panel No 1 18 0 3 6 4 R - R - R - R - R - R - R - R - R - R -

53 Building 46 F Aritech Addressable No 1 111 0 28 18 4 R - R - R - R - R - R - R - R - R - R -

54 Building 46 F Fire beams No 2 0 4 3 4 4 R - R - R - R - R - R - R - R - R - R -

55 Building 50 Aritech Addressable No 1 20 1 8 6 4 R - R - R - R - R - R - R - R - R - R -

56 Safety File Item R - R - R - R - R - R - R - R - R - R -

Conduct inspections and maintenance of

57 Sum R - R - R - R - R - R - R - R - R - R -

sprinkler system at building 9 (Data

Centre) as per SANS10287 requirements

Paardenfontein

58 Building 2 Technoswicth conventional No 1 12 0 4 3 4 R - R - R - R - R - R - R - R - R - R -

Johannesburg

59 Cottesloe admin building Ziton addressable panel No 1 3 0 6 2 4 R - R - R - R - R - R - R - R - R - R -

60 Ziton addressable panel No 1 8 0 4 2 4 R - R - R - R - R - R - R - R - R - R -

Cottesloe mechanical workshop

Cottesloe corrosion test lab

61 Ziton addressable panel No 1 8 0 2 2 4 R - R - R - R - R - R - R - R - R - R -

62 Cottesloe rope test lab Ziton addressable panel No 1 15 0 6 3 4 R - R - R - R - R - R - R - R - R - R -

64 Carlow Road building 1 Ziton addressable panel No 1 21 0 6 7 4 R - R - R - R - R - R - R - R - R - R -

65 Carlow Road building 2 Ziton addressable panel No 1 18 0 6 7 4 R - R - R - R - R - R - R - R - R - R -

66 Carlow Road building 3 Ziton addressable panel No 1 7 0 4 2 4 R - R - R - R - R - R - R - R - R - R -

67 Carlow Road building 4 Ziton addressable panel No 1 7 0 2 3 4 R - R - R - R - R - R - R - R - R - R -

Kwazulu natal

Aritec/Kidde ZP2 2-4-loop addressable

68 Building 1 No 2 260 0 38 32 4 R - R - R - R - R - R - R - R - R - R -

fire alarm panel

Ziton ZP3 2-4-loop addressable fire alarm

69 BIDF No 1 38 2 12 14 4 R - R - R - R - R - R - R - R - R - R -

panel

R - r - r - r - r -

SUB-TOTAL 1 (Excl. VAT)

Add 15% VAT r - r - r - r - r -

Sub-total 2 (incl VAT) r - r - r - r - r -

Grand total r -

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CSIR Tender Documentation

Annexure C

Standard Bidding Document (SBD) 1

Part a: invitation to bid

You are hereby invited to bid for requirements of the csir

BID NUMBER: CSIR RFQ No.: 3733/31/07/2026 CLOSING DATE: 31 July 2026 CLOSING TIME: 16:30

For the Provision of Fire Detection, Gas Fire Suppression Systems and sprinkler systems, for a period

4.1 Pricing must be provided in South African Rand (including all applicable taxes less all

unconditional discounts).

4.2 Prices that are subject to escalation and exchange rate fluctuations are to be clearly

indicated, with the currency and ROE used in the quotation must be clearly indicated.

4.3 Price should include additional cost elements such as freight, insurance until acceptance,

duty where applicable, etc.

4.4 Payment will be according to the CSIR Payment Terms and Conditions.

4.5 Please provide a detail pricing using a Bill of Quantities outlined under Annexure B.

must be provided in the quotation when deviating from the Bill of Quantities

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NO. [Yes/No]

1. Bidder must submit a completed Annexure B: Bill of quantities

11.1 The bidder must confirm satisfaction regarding the correctness and validity of their proposal

and that all prices and rates quoted cover all the work/items specified in the RFQ. The prices

and rates quoted must cover all obligations under any resulting contract.

11.2 The bidder accepts that any mistakes regarding prices and calculations will be at their own

risk.

Bill of Quantities

CSIR RFQ No.: 3733/31/07/2026

i. The rates to be quoted in the Bill of Quantities are to be the fully inclusive

prices for the work described under the items.

ii. No unauthorized amendment shall be made to the Bill of Quantities. If such

amendment is made or if the price schedule is not properly completed, the

tender will be rejected.

iii. Please refer to Annexure B for the Bill of Quantities.

iv. Pricing must be provided in South African Rand.

v. Rates shall cover all costs and expenses that may be required in and for the

execution of the work described.

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contractor grading designation in the 3SF or higher

Tax compliance

tax compliance status through the Central Supplier

tax compliance status will be verified

Tax compliance central

Tax compliance status system pin code from the south african revenue service (SARS) and if not

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the SARS website

Tcs pin is available but the bidder is registered on the central supplier database (csd), a

TCS PIN and CSD number

TCS PIN and CSD

Csd number

Csd number must be provided

Central Supplier Database (CSD)

Central supplier database

Central Supplier Database and the National

Central Supplier Database and their tax compliance status will be verified

Central supplier database (csd), a

power of attorney to bind the other party/parties in respect of matters

completion certificates indicating experience in the installation, maintenance services

completion certificate indicating experience in the installation, maintenance services

Appointment Letters will not be considered as

Please confirm submission of the Essential Returnable Documents detailed below by

7. Bidder must submit a detailed CV of a Technician registered as a
8. Bidder must submit a detailed CV of a Technician registered as a

this RFQ will result in a Respondent’s disqualification. Bidders are therefore urged to

Please confirm submission of the Mandatory Returnable Documents detailed below by

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Separate tcs certificate / pin / csd number.

Points Allocation: 80 points

B-BBEE Details: 3.1.1 Preferential points for black ownership will be awarded as follows:

Black Ownership % of Preferential points

Bidder with 100% black ownership 100%

Bidder with 51% to 99% black ownership 50%

Bidder with less than 51% black ownership 0%

3.3.1.2 Preferential points for RPD Goals will be awarded as follows:

RDP Goals % of Preferential points

RDP Goals met 100%

RDP Goals not met 0%

3.4 Joint Ventures, Consortiums and Trusts

A trust, consortium or joint venture4, will qualify for preference points as a legal

entity (Incorporated), provided that the entity submits its valid B-BBEE certificate.

Only valid BBBEE certificates issued by SANAS accredited verification agency

will be considered for allocation of points.

A trust, consortium or joint venture will qualify for preference points as an

unincorporated entity, provided that the entity submits their consolidated B-BBEE

scorecard as if they were a group structure and that such a consolidated B-BBEE

scorecard is prepared for every separate bid. Only valid consolidated BBBEE

certificates issued by SANAS accredited verification agency will be considered

for allocation of points.

Bidders must submit concrete proof of the existence of joint ventures and/or

consortium arrangements. The CSIR will accept signed agreements as

acceptable proof of the existence of a joint venture and/or consortium

arrangement. Furthermore, in bids where unincorporated joint venture and/or

4 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital,

efforts, skill and knowledge in an activity for the execution of a contract.

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CSIR Tender Documentation

consort

with a successful bidder in the event that it is established that such bidder was in fact not

tax compliant at the time of the award or has submitted a fraudulent Tax Clearance

Certificate to the CSIR, or whose verification against the Central Supplier Database (CSD)

proves non-compliant. The CSIR further reserves the right to cancel a contract with a

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source one spare quotation for emergency breakdown. Three quotations from different

suppliers(resellers) of the spares will be required for planned or ad hoc work, the service provider

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• The service provider shall employ and manage its Maintenance Staff to ensure timely, efficient

execution of the Works with minimum interruption to the CSIR.

• Technicians and any other staff members working at the CSIR must be issued with safety

clothing with the company’s name clearly visible.

• Upon appointment, the Contractor shall be expected to submit a safety file prior to

commencement of works.

• All technicians assigned to carry out work at the CSIR are required to attend a compulsory

safety induction conducted by the Health & Safety Department prior to commencing any work

on site.

• The Contractor to ensure all work performed and/or equipment used on site complies with the

Occupational Health and Safety Act (OHS Act No and its Regulations).

• During progress of the works and upon completion thereof, the Site of the Works shall be kept

and left in a clean and orderly condition. The Contractor shall store materials and equipment

for which he/she is responsible in an orderly and safe manner and shall keep the site free from

debris and obstructions.

• All redundant materials and waste arising from the work must be regularly removed from the

site at the contractor’s cost.

I certify that the information furnished in paragraphs 1, 2

and 3 ABOVE IS CORRECT.

certify that the documents submitted to claim preference points based on the specific goals

are valid, and I / we acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 3 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 3, the contractor may be required to furnish further documentary proof to

the satisfaction of the CSIR that the awarded are correct;

iv) If any document is obtained on a fraudulent basis or any of the conditions of contract

have not been fulfilled, the CSIR may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(d) recommend that the bidder or contractor, its shareholders and directors, or only

the shareholders and directors who acted on a fraudulent basis, be restricted

by the National Treasury from obtaining business from any organ of state for a

period not exceeding 10 years, after the audi alteram partem (hear the other

side) rule has been applied; and

(e) forward the matter for criminal prosecution.

v) If the CSIR is of the view that a bidder submitted false information regarding a specific

goal, it must—

(a) inform the bidder accordingly; and

(b) give the bidder an opportunity to make representations within 14 days as to why

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If a bidder breaches the conditions of this bid and, as a result of that breach, the CSIR incurs

costs or damages (including, without limitation, the cost of any investigations, procedural

impairment, repetition of all or part of the bid process and/or enforcement of intellectual

property rights or confidentiality obligations), then the bidder indemnifies and holds the CSIR

harmless from any and all such costs which the CSIR may incur and for any damages or

losses the CSIR may suffer.

19 tax compliance

No tender shall be awarded to a bidder who is not tax compliant. If a recommended bidder

is not tax complaint, the bidder will be notified in writing of their non- compliant status and

the bidder will be requested to submit written proof from SARS of their tax compliant status

or proof that they have made an arrangement to meet their outstanding tax obligations within

seven (7) working days. Should they fail to do so CSIR will reject their bid.

The CSIR reserves the right to withdraw an award made, or cancel a contract concluded

with a successful bidder in the event that it is established that such bidder was in fact not

tax compliant at the time of the award or has submitted a fraudulent Tax Clearance

Certificate to the CSIR, or whose verification against the Central Supplier Database (CSD)

proves non-compliant. The CSIR further reserves the right to cancel a contract with a

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CSIR Tender Documentation

successful bidder in the event that such bidder does not remain tax compliant for the full

term of the contract.

20 limitation of liability

A bidder participates in this bid process entirely at its own risk and cost. The CSIR shall not

be liable to compensate a bidder on any grounds whatsoever for any costs incurred or any

damages suffered as a result of the Bidder’s participation in this Bid process.

21 misrepresentations during the lifecycle of the contract

21.1 The bidder should note that the terms of its Tender will be incorporated in the proposed

contract by reference and that the CSIR relies upon the bidder’s Tender as a material

representation in making an award to a successful bidder and in concluding an agreement

with the bidder.

21.2 It follows therefore that misrepresentations in a Tender may give rise to service termination

and a claim by the CSIR against the bidder notwithstanding the conclusion of the Service

Level Agreement between the CSIR and the bidder for the provision of the Service in

question. In the event of a conflict between the bidder’s proposal and the Service Level

Agreement concluded between the parties, the Service Level Agreement will prevail.

22 disclaimer

This RFQ is a request for Quotations only and not an offer document. Answers to this RFQ

must not be construed as acceptance of an offer or imply the existence of a contract between

the parties. By submission of its proposal, bidders shall be deemed to have satisfied

themselves with and to have accepted all Terms & Conditions of this RFQ. The CSIR makes

no representation, warranty, assurance, guarantee or endorsements to bidder concerning

the RFQ, whether with regard to its accuracy, completeness or otherwise and the CSIR shall

have no liability towards the bidder or any other party in connection therewith.

23 national treasury central supplier database

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23.1 Bidders are required to be registered on the Central Supplier Database and the National

Treasury shall verify the bidder’s tax compliance status through the Central Supplier

Database. Registrations can be completed online at: www.csd.gov.za;

23.2 Where Consortia / Joint Ventures / Sub-contractors are involved, each party must be

registered on the Central Supplier Database and their tax compliance status will be verified

through the Central Supplier Database.

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Annexure A

scope of work from the Department of Employment and Labour (COIDA)

or any approved private insurance firm.

3. Bidder must submit a minimum of three (3) reference letters/completion

certificates indicating experience in the installation, maintenance services

and commissioning of fire detection systems scope of work completed

between 2014 to date.

12.1 Bidders should check the numbers of the pages to satisfy themselves that none are missing

or duplicated. No liability will be accepted by the CSIR in regard to anything arising.

12.2 Pricing schedule and specific goals credentials should be submitted with the RFQ response.

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14.1 No bidder shall under any circumstances offer, promise or make any gift, payment, loan,

reward, inducement, benefit or other advantage, which may be construed as being made to

solicit any favour, to any CSIR employee or its representatives. Such an act shall constitute

a material breach of the Agreement and the CSIR shall be entitled to terminate the

15.1 Extend the closing date of this RFQ;

15.2 Correct any mistakes at any stage of the tender that may have been in the Bid documents

or occurred at any stage of the tender process;

15.3 Verify any information contained in the bidder’s submission;

15.4 Request documentary proof regarding the bidder’s submission;

15.5 Carry out site inspections, product evaluations or explanatory meetings in order to verify the

nature and quality of the product/service offered by the bidder(s) or verify any information

whether before or after the adjudication of this RFQ;

15.6 Award this tender to a bidder that did not score the highest total number of points, only in

accordance with Section 2(1)(f) of the PPPFA (Act );

15.7 Request audited financial statements or other documents for the purpose of a due diligence

exercise to determine if the bidder will be able to execute the contract;

15.8 Award this RFQ as a whole or in part;

15.9 Award this RFQ to multiple bidders;

15.10 Cancel and/or terminate the tender process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after tenders have been evaluated

and/or after the preferred bidder(s) have been notified of their status as such;

15.11 Post tender negotiate on any elements on the bid, including but not limited to technical,

transformation, price, and contractual terms and conditions.;

15.12 Not to award a contract to a bidder who is associated with a security breach that materially

adversely affects other entities or if any directors or officers of a bidder are formally charged

of fraudulent or illegal conduct which, would harm the CSIR’s reputation by its continued

association with the bidder.

and must only be used for purposes of responding to this RFQ. This confidentiality clause

extends to bidder partners whom you may decide to involve in preparing a response to this

costs or damages (including, without limitation, the cost of any investigations, procedural

impairment, repetition of all or part of the bid process and/or enforcement of intellectual

property rights or confidentiality obligations), then the bidder indemnifies and holds the CSIR

harmless from any and all such costs which the CSIR may incur and for any damages or

losses the CSIR may suffer.

21.1 The bidder should note that the terms of its Tender will be incorporated in the proposed

contract by reference and that the CSIR relies upon the bidder’s Tender as a material

representation in making an award to a successful bidder and in concluding an agreement

with the bidder.

21.2 It follows therefore that misrepresentations in a Tender may give rise to service termination

and a claim by the CSIR against the bidder notwithstanding the conclusion of the Service

must not be construed as acceptance of an offer or imply the existence of a contract between

the parties. By submission of its proposal, bidders shall be deemed to have satisfied

themselves with and to have accepted all Terms & Conditions of this RFQ. The CSIR makes

no representation, warranty, assurance, guarantee or endorsements to bidder concerning

the RFQ, whether with regard to its accuracy, completeness or otherwise and the CSIR shall

have no liability towards the bidder or any other party in connection therewith.

 Pt − P min  Ps = 80 1 − 

 P min 

Where

Ps = Points scored for price of bid under consideration

Pt = Price of bid under consideration

Pmin = Price of lowest acceptable bid

3. Preference points awarded

3.1 In terms of Regulation 4 (2) and 4 (2) of the Preferential Procurement

Regulations, preference points may be awarded to a bidder for the specific goal

specified for the tender in accordance with the table below:

3.2 Specific goals must be determined per tender.

Specific Goals Preference Points

Black Ownership 10

Reconstruction and Development Programme (RDP) Goals3

• EME or QSE

Total 20

3 RDP Goals: a. The promotion of South African owned enterprises; b. The promotion of export orientated production to create jobs,

c. The promotion of SMMEs; d. The creation of new jobs or the intensification of labour absorption; e. The promotion of enterprises

located in a specific province for work to be done or services to be rendered in that province; f. The promotion of enterprises located

in a specific region for work to be done or services to be rendered in that region; g. The promotion of enterprises located in a specific

municipal area for work to be done or services to be rendered, h. The promotion of enterprises located in rural areas, i. The

empowerment of the work force by standardising the level of skill and knowledge of workers; j. The development of human resources,

including by assisting in tertiary and other advanced training programmes, in line with key indicators such as percentage of wage bill

spent on education and training and improvement of management skills; and k. The upliftment of communities through, but not limited

to, housing, transport, schools, infrastructure donations, and charity organizations.

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3.3 Total preference points per specific goal to be determined per tender.

3.3.1 Total preference points per specific goal to be awarded as follows:

3.3.1.1 Preferential points for black ownership will be awarded as follows:

Black Ownership % of Preferential points

Bidder with 100% black ownership 100%

Bidder with 51% to 99% black ownership 50%

Bidder with less than 51% black ownership 0%

3.3.1.2 Preferential points for RPD Goals will be awarded as follows:

RDP Goals % of Preferential points

RDP Goals met 100%

RDP Goals not met 0%

3.4 Joint Ventures, Consortiums and Trusts

A trust, consortium or joint venture4, will qualify for preference points as a legal

entity (Incorporated), provided that the entity submits its valid B-BBEE certificate.

Only valid BBBEE certificates issued by SANAS accredited verification agency

will be considered for allocation of points.

A trust, consortium or joint venture will qualify for preference points as an

unincorporated entity, provided that the entity submits their consolidated B-BBEE

scorecard as if they were a group structure and that such a consolidated B-BBEE

scorecard is prepared for every separate bid. Only valid consolidated BBBEE

certificates issued by SANAS accredited verification agency will be considered

for allocation of points.

Bidders must submit concrete proof of the existence of joint ventures and/or

consortium arrangements. The CSIR will accept signed agreements as

acceptable proof of the existence of a joint venture and/or consortium

arrangement. Furthermore, in bids where unincorporated joint venture and/or

4 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital,

efforts, skill and knowledge in an activity for the execution of a contract.

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consortium/sub-contractors are involved, each party must submit a separate

TCS PIN and CSD number.

The joint venture and/or consortium agreements must clearly set out the roles

and responsibilities of the Lead Partner and the joint venture and/or consortium

party. The agreement must also clearly identify the Lead Partner, who shall be

given the power of attorney to bind the other party/parties in respect of matters

pertaining to the joint venture and/or consortium arrangement.

3.5 Sub-contracting

A bidder must not be awarded preference points if it is indicated in the tender

documents that such a bidder intends sub- contracting more than 25% of the

value of the contract to any other enterprise that does not qualify for at least the

points that such a bidder qualifies for, unless the intended sub-contractor is an

EME that has the capability and ability to execute the sub-contract.

A bidder awarded a contract may not sub-contract more than 25% of the value

of the contract to any other enterprise that does not have an equal or higher B-

BBEE status level than the bidder concerned, unless the contract is sub-

contracted to an EME that has the capability and ability to execute the sub-

contract.

4. Bid declaration

Bidders who claim points in respect of specific goals must submit the following

documents:

Submitted

Mandatory documents to claim preference points Yes No

√ √

Valid copy of BBBEE certificate/ sworn affidavit to claim Black Ownership and RDP (EMEs and QSEs)

preference points5

5 In case of unincorporated trust, consortium or joint venture, they must submit their consolidated B-BBEE scorecard with

submitting their individual B-BBEE Certificate or Sworn Affidavit, and each party must submit a separate TCS PIN and CSD

number.

In case of sub-contracting both parties must submit copies of their valid BBBEE certificates

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Declaration with regard to company/firm

Name of company/firm:.....................................................................

VAT registration number:...................................................................

Company registration number:...........................................................

I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm,

certify that the documents submitted to claim preference points based on the specific goals

are valid, and I / we acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 3 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 3, the contractor may be required to furnish further documentary proof to

the satisfaction of the CSIR that the awarded are correct;

iv) If any document is obtained on a fraudulent basis or any of the conditions of contract

have not been fulfilled, the CSIR may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(d) recommend that the bidder or contractor, its shareholders and directors, or only

the shareholders and directors who acted on a fraudulent basis, be restricted

by the National Treasury from obtaining business from any organ of state for a

period not exceeding 10 years, after the audi alteram partem (hear the other

side) rule has been applied; and

(e) forward the matter for criminal prosecution.

v) If the CSIR is of the view that a bidder submitted false information regarding a specific

goal, it must—

(a) inform the bidder accordingly; and

(b) give the bidder an opportunity to make representations within 14 days as to why

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