Supply and provision of diagnosis, repairs, service and maintenance for three generators, sewer plants honey sucking, pressure jetting and maintenance and waste management at derdepoort, kopfontein and swartkopfontein ports of entry

• Closing date: 12 November 2026 at 11:00.

No briefing session or site visit is stated in the document.

Bidding procedure enquiries (SCM):

• Email: [email protected]
• Note: do not send quotations to this email; enquiries only.

Technical enquiries:

• Contact: Jimmy Sibiya
• Email: [email protected]

Invoicing (after award):

• Email: [email protected]

Submission:

• Method: E-Tender (e-submission), no physical address provided.

• Submission method: E-Tender (e-submission) only.
• Closing time: 12 November 2026 at 11:00.
• Bids must be on official forms (not retyped) and complete in all respects.
• Late bids are not accepted; post/courier delivery after closing time is rejected.
• Bids sent by fax, telegraph or email (unless via the e-submission platform) will not be considered.
• Do not submit bid documents with samples; such bids may be rejected.
• Any alterations must be initialled; correcting fluid is prohibited.
• Sealed envelopes (if applicable) must show bidder name/address, bid number and closing date.
• A bid that fails a returnable form will be disqualified.

Returnable forms (must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder details and offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): fixed prices, valid 120 days.
• SBD 4 (Bidder's Disclosure): discloses state employment or relationships; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): claims specific-goal points; must attach valid B-BBEE certificate or sworn affidavit.
• SBD 7.1 (Contract Form): signed by successful bidder to conclude the contract.
• CSD Registration Declaration: confirms CSD details are correct.
• Authorisation to sign (board resolution/proof of authority) for the signatory.
• Proof of CIDB Grade 1 GB or higher.
• Valid tax compliance status (TCS PIN or CSD number).

Evaluation is in three stages: Administrative Compliance, Mandatory Compliance, and Preference Points.

Administrative Compliance – all forms must be submitted:

• SBD 1, SBD 3.1, SBD 4, SBD 6.1, SBD 7, and CSD declaration.

Mandatory Compliance:

• CIDB Grade 1 GB or higher.
• Valid tax compliance (TCS PIN or CSD number).
• Valid B-BBEE certificate or sworn affidavit.
• Bidders may not be state employees or have directors/members who are; non-South African employees must be vetted and hold work permits.

Preference Point System:

• 80/20 system applies (price 80 points, specific goals 20 points).
• Specific goals (20 points total):
• Black ownership: 100% = 10 points; ≥51% and <100% = 5 points; >0% and <51% = 2 points; 0% = 0 points.
• Women ownership: 100% = 4 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.
• Youth ownership: 100% = 3 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.
• Military veteran ownership: 100% = 3 points; ≥51% and <100% = 2 points; >0% and <51% = 1 point; 0% = 0 points.

The contract covers three ports of entry: Kopfontein, Derdepoort, and Swartkopfontein. Scope includes generator maintenance, sewer/honey-sucking services, and waste management.

Per site – Generators:

• Kopfontein: diagnosis, repairs, service and maintenance for 1 standby generator, monthly, 4 months, with 12-month warranty after service.
• Derdepoort: same for 1 standby generator, monthly, 4 months, 12-month warranty.
• Swartkopfontein: same for 1 standby generator, monthly, 4 months, 12-month warranty.

Per site – Sewer plants / septic tanks (honey sucking, pressure jetting, unblocking):

• Kopfontein: 12 sewer plants/septic tanks, monthly, 4 months.
• Derdepoort: 10 septic tanks, monthly, 4 months.
• Swartkopfontein: 10 septic tanks and 1 sewer plant, monthly, 4 months.

Per site – Waste management (removals and disposal to designated municipal site):

• Kopfontein: 1 POE site, weekly, 4 months, area 13,270 m².
• Derdepoort: 1 POE site, weekly, 4 months, area 16,113 m².
• Swartkopfontein: 1 POE site, weekly, 4 months, area 91,859 m².

All services are for a 4-month period. Goods and services must conform to contract standards.

Quality requirements:

• Goods and services must conform to standards in the bidding documents and specifications.
• The purchaser may inspect, test or analyse supplies before or after delivery; costs of such tests are borne by the purchaser if compliant, or by the supplier if not.
• Non-compliant supplies may be rejected; the supplier must replace them at own cost.
• The supplier must allow a purchaser representative to inspect supplier premises at reasonable hours.
• Supplier must keep contract information confidential and permit audits.
• Pre-bid testing (if any) is the bidder's cost.

Pricing schedule: SBD 3.1, firm prices only. The schedule lists 9 line items covering generator services, sewer plant/ septic tank honey sucking and pressure jetting, and waste management at the three sites, with quantities as per technical specifications and frequency (monthly or weekly). The total price must be inclusive of all applicable taxes (VAT at 15%) and all delivery costs. The offer is valid for 120 days from closing.

Pricing:

• Firm prices only; non-firm or exchange-rate-variable prices are not accepted.
• Prices in South African Rand, inclusive of VAT (15% VAT added separately in the pricing schedule).
• The quoted price must cover all delivery costs.
• Offer must remain valid for 120 days from the closing date.

Payment:

• Payment in Rand within 30 days of receipt of an approved invoice, per an agreed payment schedule.
• Payment is against key deliverables, provided professional-level quality is met.
• Disbursements must not exceed 10% of the total amount paid, and only with original receipts against pre-agreed expenses.

Contract/warranty:

• A 12-month warranty is required after each generator service/repair.

No performance security amount is stated in the document.

• CSD registration: bidder must be registered on the Central Supplier Database and submit a declaration confirming details are correct and up to date.
• Tax compliance: bidder must provide a SARS TCS PIN or CSD number; non-residents without RSA tax liability are exempt only if they answer no to all foreign-supplier questions.
• CIDB grading: proof of CIDB Grade 1 GB or higher is mandatory.
• B-BBEE: a valid B-BBEE certificate (or sworn affidavit for EMEs/QSEs) must be submitted to claim preference points; without it, no specific-goal points are awarded.
• State employment: no bidder may be a state employee, nor have directors/members who are state employees.
• Work permits: service providers may not use non-South African employees unless vetted and holding a valid work permit; contravention may lead to termination.
• Joint ventures/consortia: each party must submit its own TCS/CSD number.

Waste management is part of the scope: weekly removal and disposal to a designated municipal site at each port of entry (Kopfontein 13,270 m²; Derdepoort 16,113 m²; Swartkopfontein 91,859 m²). No additional environmental requirements are stated.

Contract with the Border Management Authority. Key terms from the General Conditions of Contract (GCC):

• Warranty: supplier warrants goods are new, current models, defect-free for 12 months after delivery/acceptance at final destination, or 18 months from shipment, whichever ends earlier.
• Payment: within 30 days of invoice and delivery note; amounts in Rand.
• Prices are firm; no variations unless amended in writing.
• No assignment of contract obligations without prior written consent.
• Subcontracts must be notified in writing; they do not relieve the supplier of liability.
• Delays: supplier must notify purchaser in writing; the purchaser may extend time or impose penalties.
• Penalties: for late delivery/performance, a penalty is deducted from the contract price, calculated at the current prime interest rate per day of delay.
• Termination for default: if the supplier fails to deliver or perform, or engages in corrupt/fraudulent practices, the purchaser may terminate the contract; the supplier is liable for any excess costs and may be restricted from public business for up to 10 years.
• The purchaser may reject non-conforming supplies; the supplier must replace them at own cost.
• No liability for bid preparation costs unless stated.

The 80/20 preference point system applies: price 80 points, specific goals 20 points. Sub-evaluation includes administrative compliance (all required forms) and mandatory compliance (CIDB, tax, B-BBEE, no state employees).