36-Month fire extinguisher and safety equipment service contract for arc farms in western cape

Closing date: 19 June 2026 at 11:00 AM. No compulsory site briefing.

Enquiries: Piet Kotze. Phone: 083 630 3843. Email: [email protected]. Submission email: [email protected]. Delivery address: ARC Infruitec Campus, Helshoogte Road, Stellenbosch, 7599 (and other farms in Paarl, Simondium, Grabouw, Vyeboom, Robertson, De Doorns, Lutzville).

Submit a written quotation via email to [email protected]. Quotations must be on official letterhead and duly signed. Include completed and signed Standard Bidding Documents (SBD) forms. Ensure all required documents (e.g., compliance certificates, specification list) are attached. Travel costs must be fully inclusive in pricing. Bids with deviations from requirements may be disqualified. Submission deadline is strict; late submissions will not be considered.

Submit SBD4 Bidder’s Disclosure form. Declare if bidder or associated persons are state employees or have relationships with procuring institution officials. Disclose any interest in related enterprises. Certify independence of bid and compliance with anti-collusion rules. False declarations may lead to disqualification, penalties, or criminal prosecution.

Scope: Annual service of fire extinguishers, fire hydrants, hose reels, accessories, CO2 systems, and smoke detectors across ARC farms in Western Cape for 36 months. Locations include: Nietvoorbij Campus (Stellenbosch), Infruitec Campuses (Southern & Northern, Stellenbosch), Bellevue (Paarl), Bien Donne Research Farm (Simondium), Elgin Research Farm (Grabouw), Drosternes Research Farm (Vyeboom), De Doorns Research Farm, Robertson Research Farm, Lutzville Research Farm, and Server Room (CO2 system and smoke detectors). Equipment includes: 65mm fire hydrants, fire hose reels, 30m x 65mm lay-flat hoses, fiberglass fire cabinets, DCP extinguishers (1.5KG, 2.5KG, 4.5KG, 9KG), CO2 extinguishers (2KG, 5KG, 9KG), signaling horns (185g), and refilling of empty cylinders. Compliance certificate required for all services. Travel costs must be fully inclusive.

Submit a detailed price schedule for each year: Year 1 (2026–2027), Year 2 (2027–2028), Year 3 (2028–2029). Include item descriptions, quantities, unit prices, and total prices. Travel costs must be fully inclusive. Compliance certificate costs must be included.

Pricing must be in South African Rand (ZAR) and inclusive of VAT, delivery, insurance, and all other costs. Submit a detailed price schedule for Year 1 (2026–2027), Year 2 (2027–2028), and Year 3 (2028–2029). Include unit prices and total prices for each item. Quotations must indicate validity period. No price adjustments will be considered after submission. Payment terms: goods/services supplied upon receipt of a purchase order from ARC. Warranty/guarantee details must be clearly stated, including period and extent of coverage.

Mandatory documents to submit with bid: Copy of company registration (e.g., CK certificate for Close Corporations), completed specification list (all boxes ticked), valid B-BBEE certificate, valid tax PIN, CSD registration number, and full CSD report. Only bidders registered on the Central Supplier Database (CSD) will be considered. Completed and signed SBD forms are required. Service providers must submit documentation proving relevant experience. Bids must comply with all stated conditions; deviations may lead to disqualification. Preference points (20) are awarded for specific goals (e.g., HDI, women, youth, PwD ownership, B-BBEE Level 1-4, SMME promotion).

Preference points (20) awarded for specific goals: HDI ownership (51%+): 6 points, Women ownership (51%+): 4 points, Youth ownership (51%+): 4 points, PwD ownership (51%+): 2 points, B-BBEE Level 1-4: 2 points, Promotion of SMMEs: 2 points. Total: 20 points. Failure to submit proof for claims will result in zero points for that category.

Service includes CO2 system and smoke detectors in server rooms. Refilling of empty fire extinguisher cylinders required. Compliance with fire safety standards is mandatory.

Warranty/guarantee period and extent must be clearly stated. Prices quoted in ZAR, inclusive of VAT, delivery, insurance, and taxes. No price adjustments allowed after submission. Supplier is fully responsible for execution and fulfillment. ARC reserves the right to reject special terms. Quotes must be on official letterhead and signed. Services rendered upon receipt of purchase order. National Treasury General Conditions of Contract and ARC Supply Chain Management Code of Conduct apply. SBD forms must be signed and returned; failure may disqualify the bid. Quotation must indicate delivery date. ARC reserves the right to perform due diligence and benchmark prices.

Goods/services must be delivered/rendered to ARC Institute at the specified delivery addresses.

Evaluation uses the 80/20 preference point system. Price: 80 points (lowest acceptable price scores 80). Specific goals: 20 points (HDI ownership 51%+: 6, Women ownership 51%+: 4, Youth ownership 51%+: 4, PwD ownership 51%+: 2, B-BBEE Level 1-4: 2, SMME promotion: 2). Only bidders claiming specific goals will be scored. Total: 100 points.