Maintenance and calibration of 107 flir e8 pro thermal scanners for the border management authority

• Closing date: 15 July 2026.
• Closing time: 11:00.
• No briefing sessions, site visits, or clarification deadlines are mentioned in the document.

• For bidding procedure enquiries: Contact Zwelithini Menzi Makhabane. Email: [email protected].
• For technical enquiries: Email: [email protected] (note: no quotes should be sent to this email, only enquiries).
• No telephone numbers, physical addresses, or fax numbers are provided.

• Submit your bid via the e-Tender portal (electronic submission). Do not email quotes except for enquiries.
• Bids must be submitted by the closing date: 15 July 2026 at 11:00.
• Late bids will not be accepted. Proof of posting/courier is not accepted as proof of delivery.
• Use the official bid forms provided (SBD forms). Do not retype or redraft the forms; they can be completed online without changing wording. Photocopies are allowed but must bear an original signature.
• Each bid must be in a separate sealed envelope (if physical) with the bid number and closing date clearly marked.
• Bids must be complete. Missing pages or incomplete submissions may be rejected.
• Alterations must be initialed; use of correcting fluid is prohibited.
• Failure to comply with submission instructions may render the bid invalid.

Bidders must be ISO/IEC 17025 accredited. Must have a track record in thermal scanner maintenance/calibration (min. 3 client references). Must be tax compliant (SARS/CSD). Cannot be persons in the service of the state or their companies. Foreign suppliers must answer a specific questionnaire; may need to register for SARS tax compliance. Must comply with all administrative and mandatory compliance checks. B-BBEE status level verification is required to qualify for preference points.

• Scope: Thoroughly check, examine, inspect, service, maintain, and calibrate 107 thermal scanners.
• Scanner details:

• Brand/manufacturer: Flir E8 Pro.
• Model: E8 Pro (year not applicable).
• Serial numbers will be provided to the successful bidder.

• Types: 98 handheld scanners and 9 desktop scanners.
• Specific issues per port of entry are listed in Annexure A, including non-functional units, calibration needs, and parts replacement (e.g., charging ports, batteries).
• Deliverables: The service provider must issue a maintenance report and calibration certificates for all scanners.
• Additional requirements: Software upgrades to the latest version, repair damages, replace damaged parts, and perform general maintenance.
• Quality assurance: The goods supplied must conform to standards mentioned in the bidding documents. The purchaser reserves the right to inspect the supplier’s premises and records.

• Mandatory: The bidder must be ISO/IEC 17025 accredited. Submit accreditation certificate or letter.
• Mandatory: The bidder must have a track record/experience in thermal scanner maintenance and calibration. Submit at least three reference letters from previous clients, on client letterhead, dated, signed, and not older than five years.

• Goods supplied must conform to standards specified in the bidding documents.
• The purchaser has the right to inspect the supplier’s premises and records at any reasonable time.
• Pre-bidding testing costs are borne by the bidder.
• If inspections, tests, or analyses are required and the supplies comply, the purchaser bears the cost; if non-compliant, the supplier bears the cost.
• Non-compliant supplies may be rejected and must be replaced at the supplier’s cost.

• Use SBD 3.1 Pricing Schedule form.
• Only firm prices are accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• Prices must be in South African Rands, inclusive of VAT, and cover all costs including delivery.
• The offer must be valid for 120 days from the closing date.

• Pricing must be firm prices only. Non-firm prices (including those subject to exchange rate variations) will not be considered.
• Use the SBD 3.1 Pricing Schedule form. Prices must be in South African Rands, inclusive of VAT.
• The bid price must cover all costs, including delivery to the prescribed destination.
• Payment terms: Fixed price, inclusive of VAT. Payment will be made within 30 days of receipt of an approved invoice, according to an agreed payment schedule.
• Disbursements (if applicable) must not exceed 10% of the total amount paid and require original receipts against pre-agreed expenses.
• The offer must be valid for 120 days from the closing date.

• Tax Compliance: Bidders must submit their SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If no TCS PIN is available but registered on the Central Supplier Database (CSD), provide the CSD number.
• B-BBEE: Submit a valid B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Central Supplier Database (CSD): Bidders must be registered on the CSD and provide their CSD number.
• Foreign Suppliers: If you are a foreign-based supplier, you must complete a questionnaire regarding residency, branch presence, permanent establishment, income source, and tax liability in South Africa. If the answer is 'No' to all, a TCS PIN is not required.
• State Employees: No bids will be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Employment of Non-South African Citizens: Service providers are not allowed to utilize employees who are non-South African citizens unless vetted and having a valid work permit; violation may lead to contract termination.

• Warranty: Goods supplied must be new, unused, and free from defects. Warranty is valid for 12 months after delivery or 18 months after shipment, whichever is earlier.
• Payment: Within 30 days after submission of an invoice, paid in South African Rands.
• Performance Security: The successful bidder must furnish a performance security within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit, or cashier's cheque.
• Penalties: Late delivery or performance may result in penalties calculated using the current prime interest rate.
• Termination: The purchaser may terminate the contract for default, insolvency, or corrupt/fraudulent practices.
• Dispute Resolution: Attempt amicable resolution through mutual consultation, then mediation, and finally South African courts.
• Insurance: The supplier must have Professional Indemnity insurance with a minimum cover of R160 million upon appointment.
• Subcontracting: The supplier must notify the purchaser in writing of any subcontracts.
• Force Majeure: The supplier is not liable for delays due to force majeure events but must notify the purchaser promptly.
• Governing Law: South African law applies, and the contract is in English.

• The evaluation follows a two-stage process: Administrative Compliance (mandatory) and Preference Points scoring.
• Administrative Compliance includes:

• ISO/IEC 17025 accreditation.
• Track record/experience in thermal scanner maintenance and calibration, evidenced by at least three client reference letters.

• Preference Points: The 80/20 system applies, with 80 points for price and 20 points for specific goals (Black, Women, and Youth ownership).