Gas sensor spares supply and service contract – csir scientia campus (4‑year term)

RFQ issued: 13 October 2026.

Last date for submission of enquiries/clarifications: 22 October 2026 @ 16h30.

Closing date and time: 28 October 2026 at 16:30.

Late submissions will not be accepted.

RFQ validity period: 120 calendar days from closing date.

Enquiries: [email protected].

Use RFQ No and RFQ Description as subject reference when emailing.

CSIR operating hours: 08h00 – 16h30.

Submission: electronically to [email protected].

Service delivery address: CSIR Scientia, Meiring Naude Road, Brummeria, Building 36, Pretoria.

Submit quotations electronically to [email protected].

Maximum file size per email: 25MB.

Submit in multiple emails if file exceeds 25MB.

Cloud solutions (WeTransfer, Google Drive, Dropbox) not accepted.

Use RFQ No and RFQ Description as subject reference when submitting bids.

Essential returnable documents: SBD 1 (Invitation to Bid) - discloses bidder and contact details; SBD 4 (Declaration of Interest) - discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution; Preference Points Award Form - claims B-BBEE points under 80/20 system; Mutual Non-Disclosure Agreement - protects confidential information. All must be completed and signed.

Mandatory returnable documents: Fully completed Bill of Quantities (BoQ).

Late submissions will not be accepted.

Bids submitted to incorrect location or email address will not be considered.

Evaluation in two phases.

Phase 1 – Elimination Criteria: Bidders eliminated if they submit late bids, submit to incorrect location/email, listed on NT restricted suppliers database, registered on NT Tender Defaulters register, fail to submit mandatory returnable documents, or fail to meet specification requirements.

Phase 2 – Price and Preference Points Evaluation: 80/20 preference point system.

Maximum points: Price 80, Preference Points 20, Total 100.

Price points calculated using formula Ps = 80 × (1 − (Pt − Pmin)/Pmin) under 80/20 system.

Preference points for Black Ownership: maximum 20 points.

Black ownership thresholds: 100% ownership = 100% of preferential points, 51-99% = 50%, <51% = 0%.

Must submit valid B-BBEE certificate or sworn affidavit to claim preference points.

Bidders claiming points must submit mandatory documents indicated in Preference Points Award Form.

Supply and delivery of gas sensor spares at CSIR Scientia Campus, Pretoria on as and when required basis for 4 years.

Required gas sensor insert types: GDS and GFG series for Oxygen, Hydrogen, Carbon dioxide, flammable gas (LEL), Carbon monoxide, Ammonia.

Critical incident response: 24 hours from notification.

All other incidents: 72 hours from notification.

Standby arrangements for call outs must be in place at all times.

Bidders must have established office or operational base within Gauteng Province.

Travel expenses covered only for travel within Gauteng Province.

Gas sensors must be compatible with GFG and GDS Gas transmitters as per BoQ.

Upon award, CSIR and successful Service Provider will conclude Service Level Agreement in line with applicable contract form.

Delivery address: CSIR Scientia, Meiring Naude Road, Brummeria, Building 36, Pretoria.

Bidders must be qualified and experienced gas sensor service provider.

Must have established office or operational base within Gauteng Province as travel expenses covered only for travel within Gauteng Province.

Gas sensors must be compatible with GFG and GDS Gas transmitters as per BoQ.

Consent to holding and processing personal information for legal, personnel, administrative and management purposes per POPI Act.

Compliance with all relevant provisions of POPI Act and any other applicable data protection laws.

Transfer of information to CSIR's business contacts outside South Africa to further business interests.

Process personal information strictly in accordance with POPI Act and purpose for which obtained.

Maintain and process personal information about other party in internal database.

CSIR entitled on reasonable notice to conduct inspection or audit of compliance with POPI Act safeguards.

Pricing must be provided in South African Rand including all applicable taxes less all unconditional discounts.

Prices that are subject to escalation and exchange rate fluctuations must indicate currency and ROE used in quotation.

Price should include additional cost elements such as freight, insurance until acceptance, duty where applicable.

Use Bill of Quantities outlined under Annexure B for pricing.

Explanatory notes must be provided in quotation when deviating from Bill of Quantities.

Pricing in South African Rand including all applicable taxes less all unconditional discounts.

Prices subject to escalation and exchange rate fluctuations must indicate currency and ROE.

Price must include additional cost elements: freight, insurance until acceptance, duty where applicable.

Payment according to CSIR Payment Terms and Conditions.

Use Bill of Quantities outlined under Annexure B for pricing.

Provide explanatory notes in quotation when deviating from BoQ.

No explicit bid security or guarantee amounts stated in document.

Registration on Central Supplier Database (CSD) required.

Valid SARS Tax Compliance PIN required (or CSD PIN if no TCS PIN available).

Not listed on National Treasury database of restricted suppliers.

Not registered on National Treasury Register of Tender Defaulters.

Not a state employee or related entity (directors/shareholders in state service).

Must have Gauteng-based operational base.

Submit all mandatory returnable documents (SBD 1, SBD 4, Preference Points Award Form, Mutual Non-Disclosure Agreement, BoQ).

Quotation on company letterhead aligned to BoQ.

Meet gas sensor insert specifications and response time SLA.

Eligible for B-BBEE preference points under 80/20 system.

Black ownership preference points: maximum 20 points.

B-BBEE thresholds: 100% black ownership = full points, 51-99% = half points, <51% = zero points.

Must submit valid B-BBEE certificate or sworn affidavit to claim preference points.

Tax compliance: no tender awarded to non-compliant bidder.

Within 7 working days to submit proof of tax compliance or arrange to meet obligations.

CSIR may withdraw award or cancel contract if bidder not tax compliant at award or becomes non-compliant during contract term.

Service provider must ensure standby arrangements for call outs are in place at all times.

Critical incident response: 24 hours from notification.

All other incidents: 72 hours from notification.

Must have established office or operational base within Gauteng Province as travel expenses covered only for travel within Gauteng Province.

CSIR reserves right to extend closing date of this RFQ.

Correct any mistakes at any stage of the tender.

Verify any information contained in bidder's submission.

Request documentary proof regarding bidder's submission.

Carry out site inspections, product evaluations or explanatory meetings to verify nature and quality of product/service offered.

Award to bidder that did not score highest total number of points only in accordance with Section 2(1)(f) of PPPFA.

Request audited financial statements or other documents for due diligence exercise to determine if bidder will be able to execute contract.

Award RFQ as whole or in part.

Award RFQ to multiple bidders.

Cancel and/or terminate tender process at any stage including after closing date or after presentations have been made or after tenders have been evaluated or after preferred bidder(s) have been notified of their status.

Post tender negotiate on any elements on the bid including but not limited to technical, transformation, price, and contractual terms and conditions.

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 CSIR's reputation by its continued association with the bidder.

80/20 preference point system as stipulated in Preferential Procurement Regulations 2022.

Maximum points: Price 80, Preference Points 20, Total 100.

Price points calculated using formula Ps = 80 × (1 − (Pt − Pmin)/Pmin) where Ps = points scored for price of bid under consideration, Pt = price of bid under consideration, Pmin = price of lowest acceptable bid.

Preference points for Black Ownership: maximum 20 points.

Black ownership thresholds: 100% black ownership = 100% of preferential points, 51% to 99% black ownership = 50%, less than 51% black ownership = 0%.

Specific goals must be determined per tender.

Bidders must submit valid B-BBEE certificate or sworn affidavit to claim preference points.

Joint ventures, consortiums and trusts qualify provided they submit valid B-BBEE certificate.

Bidders must not be awarded preference points if intending to sub-contract more than 25% of contract value to enterprise that does not qualify for at least the points that such bidder qualifies for, unless intended sub-contractor is EME. Contractor may not sub-contract more than 25% of value to enterprise that does not have equal or higher B-BEE status level than bidder concerned, unless sub-contracted to EME.