Supply, installation, commissioning, training, support & maintenance of ftir spectrophotometer for necsa fluorine chemistry group

• Closing date and time: 12 August 2026 at 11:00.

• Bidding procedure enquiries: Mr Fhatuwani Mukwevho.
• Telephone: 012 305 5531.
• Email: [email protected].

• Bids must be delivered by 11:00 on 12 August 2026. Late bids will not be considered.
• Submit bids using the official forms provided (not retyped) or in the manner prescribed in the bid document.
• Bids may be deposited in the bid box at the specified street address or submitted online.
• The successful bidder will be required to fill in and sign a written contract form (SBD7).
• Failure to provide or comply with any required particulars may render the bid invalid.

Eligible bidders must: not be in service of the state; not have directors/members who are state employees; be tax compliant (provide TCS PIN or CSD number); submit B-BBEE status verification for preference points; provide proof of authorized signatory; declare no conflicts of interest; not engage in collusive bidding; and for foreign suppliers, answer residency/branch/tax liability questionnaire. Companies must be registered legal entities in South Africa or have accredited representation.

• Supply, deliver, install, commission, and provide training, after-sales support, and maintenance on an FTIR spectrophotometer for the Fluorine Chemistry Group.
• Deliverables include: FTIR spectrometer, Diamond ATR accessory, Heated transmission capability, Data workstation and software installation, at least 12 months warranty, and training of personnel.

• Pricing must be provided in the schedule for each line item (FTIR spectrometer, accessories, warranty, training).
• Prices must include all applicable taxes.
• The offer must remain valid for a specified number of days from the closing date.
• Payment terms: The purchaser undertakes to pay within 30 days after receipt of an invoice accompanied by a delivery note.

• Bidders must submit a Tax Compliance Status PIN from SARS or a Central Supplier Database (CSD) number.
• A B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Bidders must complete the SBD 6.1 Preference Points Claim Form.
• Bidders must declare any relationship with state employees and disclose any conflicts of interest.
• Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

• Closing date: 12 August 2026.
• Closing time: 11:00 AM.
• Bid validity period: 90 days from closing date.
• Clarification questions deadline: At least three (3) working days before closing date.
• Final delivery, start, and end dates will be negotiated after contract award.

• Enquiries: Mr Buyani Nsibande.
• Email: [email protected].
• Tel: +27 (0) 12 305 6072.
• Physical submission address: Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits Magisterial District, Madibeng Municipality, North West, 0240.
• Email submission (international suppliers only): [email protected].

• Submit bids in two sealed, clearly labelled envelopes: Envelope One for Technical Proposal (no pricing), Envelope Two for Pricing Proposal (includes all compulsory returnables).
• Each envelope must contain: one original, one copy, and one electronic copy (disk or memory stick).
• Physical submission: Deposit in the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits, North West, 0240.
• Maximum physical size per envelope: 400mm x 100mm x 150mm (tender box aperture limit).
• International suppliers may submit via email to [email protected].
• Late submissions will not be considered.
• All documents must be in English, signed in black ink by an authorised person, with each page initialled by the same signatory.
• Include a cover letter on company letterhead referencing the bid.
• Ensure all required returnable documents are completed and included (see compliance checklist). Non-submission may result in disqualification.

Pre-qualification (non-compliance = disqualification): Valid COIDA letter or risk insurance proof; manufacturer authorization letter if operating as agent; 12+ month manufacturer warranty confirmation; training confirmation; specification compliance proof with technical data sheet. Technical evaluation (min 80/100): Delivery time (20 pts - <3 months = 20 pts), Installation/commissioning/training period (30 pts - <1 week = 30 pts), Track record (20 pts - min 4 projects + 2 refs = 20 pts), Support turnaround (30 pts - 1 week = 30 pts). BBBEE ownership points: 100% black = 20 pts, >51% = 15 pts, >40% = 10 pts, >0% = 5 pts, 0% = 0 pts. Must submit all returnable documents checklist items.

• Supply, deliver, install, commission, maintain, and provide training for a Fourier Transform Infrared (FTIR) Spectrophotometer.
• Key equipment requirements:

• Solid state laser for interferometer.
• Must accommodate diamond ATR accessory and heated transmission accessory.
• ZnSe optics.
• Spectral range: at least 500 – 6000 cm⁻¹.
• Dry nitrogen purge facility for optical bench and sample chamber.
• Standard data station.
• Minimum 12-month warranty.
• Ability to display live spectrum.

• Detailed specifications are in Annexure A; bidders must propose equipment matching these specs and provide technical data sheet.
• Bidder must identify any omissions essential for meeting objectives and include these in price.
• Training for Necsa personnel on equipment operation required.
• Guaranteed local support for maintenance and after-sales service.

• Pricing must be submitted in the Pricing Proposal envelope (Envelope Two) using the provided pricing schedule.
• Prices must be firm and include VAT breakdown.
• No pricing information is allowed in the Technical Proposal envelope.
• Financial capacity: Bidder may provide a solvency statement signed by a qualified authority demonstrating sound financial position and ability to mobilise resources.

• Mandatory pre-qualification criteria (non-compliance results in automatic disqualification):

• Valid Compensation Fund letter of good standing (COIDA) or proof of risk insurance.
• If an agent, letter from manufacturer authorising distribution and after-sales support.
• Minimum 12-month manufacturer's warranty covering parts, consumables, and labour.
• Proof of specification compliance (technical data sheet).
• Written confirmation of training for Necsa personnel.

• Tax compliance: Submit valid tax PIN from SARS.
• B-BBEE: Submit proof of B-BBEE level or ownership for preference points.
• Other required documents: SBD forms (1, 3.1, 4, 6.1, 7.1), Necsa policies (safety, alcohol/drug, confidentiality, terms and conditions), POPIA agreement (FIN-SCM-AGR-0002), and bidder information form.
• Consortium/joint venture: Submit consortium agreement detailing roles, lead company, and joint liability.

• Contact details, addresses, and project managers are specified in the Service Level Agreement (SLA).
• Notices must be in writing and are deemed received: upon physical delivery; 7 days after registered post; on the day sent by fax or email.
• Parties may change their address within South Africa on 14 days' notice.

Tax matters must be in order with valid SARS tax clearance certificate. Service Provider must be capable of supplying new, unused, current-model FTIR spectrophotometer with full installation, commissioning, training, and maintenance support. Must accept NECSA's contract terms including indemnity provisions, IP ownership, confidentiality, and penalty clauses. Foreign providers responsible for all external taxes/duties; local providers responsible for all taxes until delivery. Ability to provide Black Empowerment Company subcontracting preference.

• The scope is to supply, deliver, install, commission, and provide training, after-sales support, and maintenance on an FTIR spectrophotometer for the Fluorine Chemistry Group.
• Services must be performed as per the 'Project Plan and Schedule of Deliverables' in Annexure B of the SLA.
• The bidder's 'Proposal' (Annexure A) must detail the proposed course of action, solutions, and resources.
• Deliverables/reports must be submitted as per the agreed schedule.
• NECSA has a 7-day evaluation period for deliverables, with a process for correction of non-conformities.

• The bidder must provide a 'Project Plan and Schedule of Deliverables' (Annexure B) detailing activities, deliverables, and timelines.
• The 'Proposal' (Annexure A) must outline the proposed approach, solutions, and required resources.
• Services must be completed according to the stages/phases in the Project Plan.

• Deliverables/reports are subject to a 7-day evaluation period by NECSA.
• Non-conformities must be corrected by the bidder, followed by a 7-day verification period.
• NECSA will assist the bidder in verifying and correcting non-conformities.

• Pricing must be formatted as per the Pricing Schedule in Annexure E of the SLA.
• Fees are payable upon full performance and acceptance of deliverables.

• Fees are as per the Pricing Schedule in Annexure E of the SLA.
• Payment is made only after services are fully performed, completed, and deliverables accepted.
• The bidder must submit a monthly statement by the last day of the month with an original invoice and supporting documents.
• If documents are correct, payment is made within 30 days via electronic transfer to the bidder's nominated account.
• NECSA may retain 10% of the contract value as a retention fee, payable within 3 months after receipt of all goods/services and issuance of a certificate of acceptance.
• Reimbursable travel/accommodation expenses require a separate invoice.
• For labour costs on a recovery basis, monthly statements are required, with payment within 30 days if correct.

• The bidder must have tax matters in order. A valid original tax clearance certificate from SARS is required prior to award.
• Foreign bidders are responsible for all taxes, duties, and levies outside South Africa.
• Local bidders are responsible for all taxes, duties, and levies until delivery to NECSA.
• Subcontracting must give preference to Black Empowerment Companies. NECSA must be notified of subcontracts.
• The bidder must indemnify NECSA against third-party IP infringement claims and losses from breaches of warranty.
• The bidder must maintain sufficient insurance cover for their liabilities.
• Goods supplied must be new, unused, of the latest models, and free from defects. A warranty applies for 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier.
• The bidder must ensure confidentiality of NECSA information and comply with Section 51 of the Nuclear Energy Act, 1999.
• All contract documents and correspondence must be in English.

• When subcontracting, preference must be given to Black Empowerment Companies.

• These terms apply to all NECSA bids, contracts, and orders.
• A Service Level Agreement (SLA) may provide specific conditions and takes precedence in case of conflict.
• Neither party is the agent of the other.
• Assignment or subcontracting requires NECSA's prior written consent.
• The bidder indemnifies NECSA against losses, damages, and third-party IP claims.
• Liability excludes indirect/consequential loss except for criminal negligence or wilful misconduct.
• Goods must be fully insured.
• Payment terms: within 30 days after correct invoice/statement, via electronic transfer.
• A 10% retention fee may apply, payable within 3 months after acceptance.
• Deliverables are evaluated and accepted as per clause 9.
• Penalties for delay are calculated per a formula in Annexure D.
• Force majeure events relieve performance obligations.
• Strict confidentiality of NECSA information is required, including compliance with the Nuclear Energy Act.
• Intellectual property: NECSA data remains NECSA's property; bidder's IP remains the bidder's, with a licence granted to NECSA for deliverables.
• Disputes are resolved first by project managers, then executives, before legal action.
• Breach allows 7 days to remedy, then termination or specific performance.
• Insolvency allows immediate termination.
• Notices must be in writing to addresses in the SLA.
• Non-solicitation of personnel applies during and for 6 months after the contract.
• No relaxation of terms constitutes a waiver.
• Invalid provisions are severable.
• Variations require written agreement.
• Goods warranty: 12 months after delivery/acceptance or 18 months after shipment.
• South African law applies.
• English is the governing language.
• Tax clearance certificate required from SARS.

• Specific conditions are contained in the Service Level Agreement (SLA), which amplifies or amends the standard terms.

• A valid original tax clearance certificate from SARS is mandatory for contract award.

• NECSA evaluates deliverables within a 7-day period after submission.
• Non-conforming deliverables must be corrected by the bidder, followed by a 7-day verification period.