5-year occupational and environmental radiation dosimetry service for nrf ithemba labs

Closing date and time: 28 October 2026 at 11:00

Enquiries deadline: 7 October 2026 (must be submitted at least two weeks before tender closing)

Compulsory briefing session: not applicable

Site visit: not applicable

SCM enquiries

• Section: Supply Chain Management
• Email: [email protected]
• Note: procedural and technical queries must be in writing

Submission address (physical)

Tender Box, Main Security Gate

iThemba LABS

Old Faure Road

Faure

Western Cape, 7131

GPS coordinates: 34.025°S 18.716°E

Submission address (electronic)

www.etenders.gov.za

Service delivery location

iThemba LABS, Western Cape site (primary)

iThemba LABS, Gauteng site (secondary)

Submission method: electronic via www.etenders.gov.za

Format: PDF with password protection

Password protocol: passwords must be in a separate file from the email address given; do not submit passwords before bid closure; submit 1 minute after closure and no later than 2 days post closure

Physical bid box: Tender Box, Main Security Gate, iThemba LABS, Old Faure Road, Faure, Western Cape, 7131

Bid box opening dimensions: 300 mm x 20 mm

Bid validity: 150 days from date of closure

Two-envelope system: technical and financial proposals in separate envelopes (both marked ENVELOPE 1 for compliance/financial and technical response)

Late bids: not accepted

Alterations to bid document: prohibited; any unauthorised alteration results in disqualification

Counter proposals: not accepted

One tender offer only per bidder (single entity or joint venture/consortium member)

Returnable forms required:

• SBD 1 (Invitation to Bid): completed and signed cover page
• SBD 3.2 (Pricing Schedule): submitted in separate electronic folder
• SBD 4 (Bidder's Disclosure): declares state employment, conflicts of interest, and collusion
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points under 80/20 system
• SBD 7.2 (Contract Form for Rendering of Services): to be signed by successful bidder at award stage
• Authority to sign: proof required (e.g., company resolution)

Disqualification risks:

• Failure to submit both technical and financial proposals in two-envelope system
• Unsigned or omitted mandatory returnable forms
• Late submission
• Listing on Register for Tender Defaulters or List of Restricted Suppliers
• False or misleading information
• Beneficial ownership non-disclosure or misrepresentation
• Fronting practices
• State employment of directors/shareholders without disclosure

Evaluation stages:

Stage 1 — Administrative and technical compliance: mandatory criteria must all be met to proceed; NRF may exercise discretion to allow completion of purely administrative missing items

Stage 2 — Scoring: 80/20 preference points system (Price 80 points, Specific Goals 20 points)

Stage 3 — Award: highest combined score receives notice of award, subject to final tax verification

Price evaluation: lowest price ranked highest; NRF reserves right to reject overpriced or underpriced bids

Preference points: awarded for B-BBEE level and specific goals per SBD 6.1

Minimum qualifying requirements (Stage 1 — all mandatory):

• Completed and signed SBD 1
• Submitted SBD 3.2 pricing schedule in separate electronic folder
• Completed and signed SBD 4 with no disqualifying disclosures
• Valid B-BBEE certificate or sworn affidavit (optional for points; 0 points if not submitted)
• B-BBEE improvement plan (required if B-BBEE level is 4, 5, 6, 7, 8 or non-compliant)
• CSD Detail Report
• Portfolio of at least 3 similar projects within last 3 years
• Proof of NDR registration and SAHPRA approval letter/certificate
• CVs of suitably qualified staff (qualified health/medical physicist desired, or analytical laboratory technician with at least 1 year experience on applicable dosimeter standard)
• Evidence of indemnity insurance to value of R1 million (or intent/capacity to provide at tender stage)
• Minimum 3 contactable written reference letters or project completion certificates (dated and signed) for similar projects completed between 36 and 60 months ago

Joint ventures/consortia: each member must submit separate SBD 1, SBD 4 and SBD 6.1

Contract duration: 5 years

Scope: occupational and environmental radiation protection dosimetry service for NRF iThemba LABS

Personnel dosimetry (28-day cycle ±4 days):

• Thermoluminescent (TLD) or optically stimulated luminescence (OSL) dosimeters
• Measure and record dose equivalent Hp(0.07), Hp(10) for X-rays, gamma rays and beta radiation
• Optional Hp(3) for eye dose
• Optional neutron dosimetry (OSLN)

Extremity dosimetry (28-day cycle ±4 days):

• Measure and record dose equivalent Hp(0.07) for X-rays, gamma rays and beta radiation

Environmental dosimetry (quarterly, 3 months ±4 days):

• TLD or OSL environmental dosimeters
• Measure and record dose equivalent for X-rays and gamma rays

National Dose Registry services:

• Register and deregister radiation workers on instruction from iThemba LABS
• Supply monthly personnel dose records to National Dose Register (NNR requirement)
• Supply individual dose reports from National Dose Registry on request

Administrative services:

• Notify iThemba LABS when dosimeters ready for collection each wearing period
• Prepare dosimeters for courier collection: package (damage-proof), measure and weigh package, supply package information for courier arrangement
• Fill in waybill information as instructed by iThemba LABS
• Email electronic dose results (e.g., CSV files) and invoice for each wearing period

Performance verification:

• Successful issue, collection, processing and reporting per agreed monitoring schedule
• Monthly review by NRF-designated representative
• Evidence: individual and summary dose reports, dosimeter issue/return records, investigation reports for abnormal readings

Key performance indicators and penalties:

• Delivery delays exceeding 4 days per wearing period: 10% of invoice value plus GCC 22 penalties
• Failure to supply dose results within 14 days of delivery to service provider: no payment per GCC 4.1, GCC 16.2
• Non-conforming specifications: replacement of failed parts and transport cost at contractor expense
• Warranty: reliability and functionality of all TLD/OSL dosimeters and instruments per GCC 15.1, 15.2 and SCC 15

Minimum experience requirements:

• Portfolio of at least 3 projects of similar scope within last 3 years
• 3 contactable written reference letters or project completion certificates (dated and signed) for similar projects completed between 36 and 60 months ago

Regulatory registration:

• Proof of registration as Radiation Protection Dosimetry Service Provider with South African National Dose Register (NDR)
• SAHPRA Radiation Control approval (letter or certificate)
• SANAS accreditation evidence

Key personnel:

• CVs confirming qualifications and experience required
• Qualified health/medical physicist desired
• Alternative: analytical laboratory technician/personnel with minimum 1 year experience on applicable dosimeter standard

Insurance:

• Evidence of indemnity insurance to value of R1 million, or intent/capacity to provide from contract award stage

Performance verification through:

• Successful issue, collection, processing and reporting per agreed monitoring schedule
• Individual and summary dose reports per monitoring period
• Dosimeter issue and return records
• Investigation reports for abnormal dose readings
• Monthly review by NRF-designated representative

Contractual quality mechanisms:

• Joint confirmation by iThemba LABS RPO/ARPO and bidder that specifications are met
• Reliability and functionality warranty for all TLD/OSL dosimeters and instruments
• Corrective action process for identified poor performance with root cause analysis and monitoring

Pricing structure:

• SBD 3.1 Pricing Schedule — firm prices for services
• Submitted in separate electronic folder
• All applicable taxes included
• Breakdown of rates or prices may be requested during evaluation for clarification

Pricing phases in award:

• Phase 1: Price competition — lowest to highest ranking on equal comparison basis
• Phase 2: Preferential procurement application per NRF SCM Transformation Strategy and SBD 6.1
• Phase 3: Combined score ranking; highest scorer receives notice of award

Post-submission clarification:

• NRF may request breakdown of rates/prices or correction of arithmetical errors
• No change permitted to competitive position or substance of tender offer

Pricing format: SBD 3.1 Pricing Schedule — firm prices, submitted in separate electronic folder

Pricing basis: fixed price for 5-year contract period

Bid security: none stated

Insurance: professional indemnity insurance to value of R1 million required from contract award; intent or capacity to provide acceptable at tender stage if not currently in place

Payment terms: no payment for late dose results (GCC 4.1, GCC 16.2)

Penalties:

• 10% of invoice value for delivery delays exceeding 4 days per wearing period
• GCC 22 penalties apply for timeous delivery failures
• Replacement and transport costs for failed specifications borne by contractor

Price negotiations: NRF reserves right to negotiate with preferred bidder where cost savings possible or prices not market-related

Estimated value: not disclosed

CSD registration: mandatory; CSD Detail Report required; must be registered prior to award if not at submission

Tax compliance: SARS tax compliance status PIN or printed TCS certificate required; each joint venture/consortium member must comply; non-compliance at award stage disqualifies preferred bidder (7 days to rectify after notification)

B-bbee:

• System: 80/20 preference points
• Evidence: valid B-BBEE certificate or sworn affidavit confirming annual turnover and black ownership level (EMEs and QSEs)
• 0 points allocated if no certificate or affidavit submitted
• Improvement plan mandatory if B-BBEE level is 4, 5, 6, 7, 8 or non-compliant
• Fronting investigations may be conducted; 7 days to refute suspicion; failure to refute may result in disqualification, contract cancellation and restriction from public sector business for up to 10 years

Professional registrations:

• Registration as Radiation Protection Dosimetry Service Provider with South African National Dose Register (NDR)
• SAHPRA Radiation Control approval (letter or certificate required)
• SANAS accreditation evidence required

Key personnel:

• Qualified health/medical physicist desired, OR
• Analytical laboratory technician/personnel with minimum 1 year experience on applicable dosimeter standard

Beneficial ownership: disclosure required per CIPC, PFMA Circular and anti-money laundering legislation; non-disclosure or misrepresentation results in disqualification

Legislative framework: PFMA, Treasury Regulations, PPPFA, National Treasury Instruction Notes, Constitution section 217

Regulatory framework:

• Hazardous Substances Act, 1973 (Group IV hazardous substances)
• SAHPRA guidelines on organisational requirements for authority holders and radiation protection officers
• National and international dose limits set by regulatory bodies

Dose limits:

• Administrative dose limits set by NRF/iThemba LABS
• National and international regulatory dose limits

Monitoring requirements:

• All radiation workers must be issued personal dosimeters
• Occupational exposure monitoring for ionizing radiation sources in workplace
• Environmental passive monitoring across site quarterly

Staff qualifications:

• Qualified health/medical physicist desired
• Alternative: analytical laboratory technician with minimum 1 year experience on applicable dosimeter standard

Environmental radiation monitoring:

• Quarterly environmental dosimetry using TLD or OSL
• Passive monitoring of radiation exposure across iThemba LABS sites
• Measure dose equivalent for X-rays and gamma rays
• 3-month wearing period ±4 days

Reporting:

• Environmental dose results supplied to iThemba LABS and NNR for record keeping each wearing period
• Electronic results to be provided within 14 days of dosimeter delivery to service provider

Contract period: 5 years

Performance management:

• Initial performance review including service levels
• Agreed KPIs with minimum thresholds, penalty triggers and bonus conditions signed by both parties and appended to contract
• Monthly performance maintenance; first review after 3 months
• Six-monthly review cycles thereafter
• Variations require written agreement signed by both parties

Penalties:

• Delivery delay exceeding 4 days per wearing period: 10% of invoice value plus GCC 22 penalties
• Late dose results (beyond 14 days): no payment per GCC 4.1 and GCC 16.2
• Non-conforming specifications: contractor bears replacement and transport costs
• Warranty obligations per GCC 15.1, 15.2 and SCC 15

Poor performance process:

• Joint investigation of root cause
• Agreed correction plan with implementation
• Monitoring to agreed minimum levels
• Assessment and application of penalties

Cancellation rights: NRF may cancel before award if circumstances change, funds unavailable, no compliant bids, or material irregularity

Extended validity: NRF may extend; bidders may accept or decline

Award: to highest combined score unless other objective criteria apply; subject to final tax verification

Three-stage evaluation:

1. Administrative and technical compliance — all mandatory criteria must be met; failure results in disqualification
2. Scoring — 80/20 preference points system (Price 80, Specific Goals 20)
3. Award — highest combined score; subject to final tax verification and potential price negotiation

Mandatory Stage 1 documents (all must be complete and signed):

• SBD 1, SBD 3.2, SBD 4, CSD Report, portfolio (3 similar projects in 3 years), NDR registration proof, SAHPRA approval, staff CVs, R1 million indemnity insurance evidence, 3 reference letters (36-60 months old)

Optional for points but affects score:

• SBD 6.1 with B-BBEE certificate or sworn affidavit
• B-BBEE improvement plan (required if level 4-8 or non-compliant)