Supply and delivery of laboratory filter paper to erwat on an as-needed basis (36-Month contract)

• This is a re-tender for the appointment of one or more service providers to supply and deliver laboratory filter paper on an 'as and when needed' basis for 36 months.
• ERWAT Scientific Services is an ISO 17025 and SANAS accredited laboratory requiring high-quality filter paper for validated analytical methods.
• The scope is the supply and delivery of various specified filter paper types to ERWAT's laboratory in Kempton Park.

• Compulsory virtual briefing session: Wednesday, 15 July 2026 at 10:30. Registration via link on ERWAT website required at least one day prior.
• Closing date and time: Tuesday, 11 August 2026 at 12:00 noon.
• Bid validity period: 120 days from the closing date.
• Contract period: 36 months, commencing on the last signature date of the Service Level Agreement, with a 12-month probation period.

• For SCM/general enquiries: Ms Phumzile Mdlalose ([email protected]) or Ms Chantel Kearns ([email protected]) or Ms Gratitude Ramphaka ([email protected]). Tel: 011 929-7000.
• For technical enquiries: Mr/Ms Thandeka Mtshali ([email protected]). Tel: 011 929-7000.
• Submission address for hardcopy: ERWAT Head Office, Hartebeesfontein Office Park, R25 Bapsfontein Road, Norkem Park.
• Electronic submission email: [email protected]
• Fraud and ethics hotline: 0800-204-860.

• Submit a hardcopy bid document on the original ERWAT form and deposit it in the tender box at ERWAT Head Office, Hartebeesfontein Office Park, R25 Bapsfontein Road, Norkem Park by 12:00 noon on Tuesday, 11 August 2026.
• Also submit an identical electronic copy (PDF) of the complete tender document via email to [email protected] by the closing date and time. The email subject must state the tender reference number and bidder’s name.
• The hardcopy is the official submission. Any discrepancies between hardcopy and electronic copy will be resolved in favour of the hardcopy.
• Ensure all required returnable documents are included: proof of CSD registration, valid SARS PIN for tax compliance, updated municipal rates/taxes records (or lease agreement/SAPS affidavit/tribal authority letter), and completed/signed MBD forms (excluding MBD 7).
• For joint ventures/consortiums/partnerships, submit a valid tax clearance certificate/SARS PIN for each party and a signed teaming agreement.
• Bids will be disqualified if submitted late, in the wrong box, incomplete, unsigned, or using correction fluid/pencil. Ensure all information is accurate and all pages are submitted.

• Scope: Supply and delivery of laboratory filter paper on an 'as and when required' basis for 36 months to ERWAT Scientific Services.
• Deliver to: ERWAT Scientific Services Laboratory, Hartebeestfontein Office Park, Kempton Park.
• Seven filter paper categories with strict technical specifications:

1. Glass Fiber with organic binder (110mm): Borosilicate glass micro fibers, retention 0.5μm.

2. Ashless acid washed filter paper (110mm): Cotton, retention 20-25 μm, ash content ≤0.007%.

3. Qualitative filter paper (185mm): Cellulose/medium fast filtration, retention 4-12 μm, ash content ≤0.1%.

4. Qualitative filter paper (150mm): Cellulose/medium fast filtration, retention 4-12 μm, ash content ≤0.1%.

5. Glass microfiber binder free (110mm): Borosilicate glass, retention 1.6μm.

6. Silicon treated Phase separation (185mm): Hydrophobic phase separation.

7. Quality circles 100% cotton fibre (90mm): Cellulose filters, retention 11μm. Ammonia concentration must not exceed 0.1 mg/L (tested by ERWAT).

• Bidders must indicate 'Yes' or 'No' for each category they are bidding for in the provided table. A single bid can cover one or two categories.

• ERWAT's objectives include reducing quotation requests, improving turnaround times for purchase orders, and focusing on core functions through this contract.

• ERWAT Scientific Services is an ISO 17025 accredited laboratory requiring filter paper that meets strict technical specifications to maintain accreditation.
• Filter paper offered must match the validated specifications in the technical table. ERWAT will test Category 7 filter paper for ammonia concentration (must be ≤0.1 mg/L).

• Bidders must complete the official pricing schedule with rates per 100 units for seven filter paper categories across three years.
• Categories: 1. Glass Fiber with organic binder (110mm), 2. Ashless acid washed filter paper (110mm), 3. Qualitative filter paper (185mm), 4. Qualitative filter paper (150mm), 5. Glass microfiber binder free (110mm), 6. Silicon treated Phase separation (185mm), 7. Quality circles 100% cotton fibre (90mm).
• Include a provisional sum of R450,000 (incl. VAT) for related unspecified items and an administrative fee of R500.
• Pricing must be in ink, no pencil or correction fluid. Only the original ERWAT document is accepted.

• Pricing: Provide a rate per box of 100 units for each filter paper category for Year 1, Year 2, and Year 3. Prices must be inclusive of VAT and all delivery costs.
• This is a rate-based tender (non-firm prices). Orders will be placed on an 'as and when required' basis against these rates.
• A provisional sum of R450,000 (incl. VAT) is included for related goods not listed, subject to approval. An administrative fee of R500 per order/job applies to items drawn from this sum.
• Payment terms: 30 days from receipt of a valid invoice/tax invoice and statement. Invoices must reference an official ERWAT order number.
• Price adjustments: Prices are fixed for the first 12 months. Annual increases for Years 2 and 3 are as priced in the schedule. If not priced, a written request with supporting documentation must be submitted one month prior to the contract anniversary.
• Price adjustment may be based on CPI or an alternative formula (85% escalable, 15% firm) with a breakdown of cost factors.

• Central Supplier Database (CSD): Registration is mandatory. Provide your CSD number.
• Tax Compliance: Submit a valid SARS PIN for tax status verification. A printed TCS certificate may also be submitted.
• B-BBEE: Points for specific goals are claimed via MBD 6.1. Supporting evidence includes B-BBEE certificate, CIPC documents, ID documents of owners, military veteran force number, municipal account/lease, and disability proof.
• For joint ventures/consortiums/partnerships: Each party must submit separate tax compliance proof and a signed agreement. Points are calculated based on average ownership percentage.
• Other disqualifications: Non-compliance with municipal rates/taxes (arrears >3 months without payment arrangement), being listed on the Bid Defaulters Register, anti-competitive behaviour, or being a person in the service of the state.

• The service provider must comply with the Occupational Health and Safety Act, including maintaining a safety file relevant to the scope. The most current regulations apply.
• Penalties for delivery failures will be applied as per Clause 22 of the National Treasury General Conditions of Contract.

• The contract is based on ERWAT's standard Service Level Agreement (SLA), which takes precedence if contradictions arise with the tender document.
• The contract period is 36 months, with a 12-month probation period. ERWAT may cancel the contract if it is found unauthorised, fruitless, wasteful, or irregular.
• Price adjustments are allowed as per the pricing schedule or CPI formula. Non-firm tender: price increase requests require written motivation one month before the anniversary date.

• Mandatory requirements for disqualification: Submit a technical data sheet for each filter paper and a letter from the manufacturer authorising you as a reseller/distributor/supplier.
• Pricing instructions: Price per box of 100 units for each category for three years. Rates must include all costs. Use only the official ERWAT pricing schedule. Do not strike through items; use approved abbreviations (N/C, Incl, R0, N/O). Blank or N/A entries will render the bid non-responsive.