Regas, repairs & maintenance of fire equipment and gas suppression – SABC gqeberha & mthatha (3-Year tender)

Enquiries:

• Contact: Porcia Ntozini
• Email: [email protected]
• All enquiries must be emailed three days before closing date.

Submission:

• Email: [email protected]

Service locations:

• SABC Port Elizabeth
• SABC Mthatha

Submission method: email to [email protected] on or before the closing date.

• Format: PDF, protected against modification, deletion or addition.
• Financial/pricing information must be in a separate attachment from the technical/functional response.
• Email subject line must show the RFQ number and the bidder's name.
• Submit at least 30 minutes before closing; late submissions are not accepted.
• WeTransfer/Google Dropbox links must expire 30 days after submission.

Returnable documents (all must be completed, signed and submitted):

• Annexure A (Declaration of Interest): discloses any relationship with SABC employees or board members.
• Annexure B (SBD 6.1 Preference Points Claim): claims preference points for specific goals.
• Annexure C (Consortiums, Joint Ventures and Sub-Contracting Regulations): declares any subcontracting arrangements.
• Annexure D (Previous/Current Projects): lists past and current projects.
• Annexure E (SBD 4 Bidder's Disclosure): declares any state employment or connections; certifies independent bid.
• Annexure F (Pricing Schedule): bill of quantities for Port Elizabeth and Mthatha.

Required documents:

• Proof of CSD registration.
• Valid TV licence statement for the company and all active directors/shareholders.
• Valid tax clearance certificate or SARS PIN.
• Original or certified copy of valid B-BBEE certificate from a SANAS-accredited agency.
• Certified copy of company registration document.
• Certified copy of shareholders' certificates.
• Certified copy of ID documents of directors/members.

Disqualification risks:

• Any mandatory document omitted or non-compliant.
• Late or incomplete submissions.
• Attempting to canvass SABC officers or employees between closing and award.

Two-phase evaluation.

Phase 1 – Mandatory:

• All on-site technicians must be registered with SAQCC Fire.
• CIDB contractor grading designation 2SF at closing and award.
• Valid and active lease agreement or municipality bill at closing.
• Non-compliance results in automatic disqualification.

Phase 2 – Functionality/Technical (out of 100, minimum threshold 80):

• Company experience (40 points):
• Experience: more than 3 years = 20 points; 2–3 years = 10 points; less than 2 years = 0 points.
• Reference letters: more than 3 valid = 20 points; 2–3 valid = 5 points; fewer than 2 = 0 points.
• Reference letters must be on client letterhead, signed, with email and telephone, indicating duration and scope.
• Project team CVs (30 points):
• Team leader/technician: minimum 5 years' experience and SAQCC Fire certificate = 15 points.
• Assistant technician: minimum 2 years' experience and SAQCC Fire certificate = 15 points.
• Provide certification documents for all intended on-site technicians.
• Methodology/project execution plan (10 points): operational and backup plan (5 points) and safety plan (5 points); no submission = 0 points.
• Warranty and guarantee (10 points): more than 12 months or as stipulated by SABS/SANAS with no financial implication = 10 points; less than 12 months = 0 points.
• Maintenance, support and spares holding (10 points):
• Normal response: 24 hours = 5 points; 24–48 hours = 0 points.
• Emergency response: less than 8 hours = 5 points; more than 8 hours = 0 points.

Price and specific goals:

• 80/20 preference point system applies.
• Price: maximum 80 points using formula Ps = 80(1 − (Pt − Pmin)/Pmin).
• Specific goals: EME/SME 51% Black-owned = 10 points; 51% Black-owned = 5 points; 51% Black-owned women = 3 points; Black youth = 2 points.
• Bidders not meeting specific goals score zero but are not disqualified.
• Highest total points wins; ties decided by drawing of lots.

Scope: preventative, corrective and user maintenance of fire detection and suppression systems at SABC Port Elizabeth and Mthatha, conforming to SANS 10139 and SANS 14520 and manufacturers' standards.

Port Elizabeth equipment:

• 1 x Fire Panel (G96)
• 3 x Gas Tanks (2 x 13.6 kg, 1 x 11.3 kg) (G81)
• 6 x Fire Alarms
• 97 x Fire Extinguishers: 4.5 kg x 49, 2 kg x 11, 9 kg x 14, 2.5 kg x 8, 5 kg x 12, 1.0 kg x 2, 6.1 kg x 1
• 14 x Hose Reels
• 1 x Water Booster
• 5 x Fire Hydrants
• 2 x Fire Blankets
• Fire detection unit and smoke detectors

Mthatha equipment:

• 7 x CO2 2kg Fire Extinguishers (16th Floor PRD Building)
• 4 x FM200 Gas Fire Suppression units (16th Floor PRD Building)

Servicing requirements:

• Annual servicing of all fire equipment, except FM200 gas suppression serviced twice a year.
• Pressure testing of fire extinguishers every 5 years.
• Gas tanks serviced and filled as and when required.
• Annual preventative maintenance visits by a competent technician.
• Maintenance reports listing deviations and comments, provided to SABC.
• Corrective maintenance reports on completion.
• Emergency response: telephone response within 30 minutes, on-site within 8 hours; non-emergency next business day.
• 24/7 emergency service availability.
• Annual testing includes fire alarm control panels, smoke detectors, manual call points, sirens, strobes, interface circuits, output relays, lift homing, HVAC shutdown, public address system.
• Gas suppression testing includes extinguisher panels, status panels, discharge solenoids, fire dampers, room integrity testing.

Pricing format: Bill of Quantities (Annexure F) with rates for Year 1, Year 2, Year 3.

• Port Elizabeth schedule: fire panel (1), gas tanks 13.6 kg (8), fire alarms (6), fire extinguishers 4.5 kg (49), 2 kg (11), 9 kg (14), 2.5 kg (8), 5 kg (12), 1.0 kg (2), 6.1 kg (1), hose reels (14), water booster (1), fire hydrants (5), fire blankets (2), fire detection unit, smoke detectors.
• Mthatha schedule: CO2 2kg fire extinguishers (7), FM200 gas fire suppression (4).
• Add VAT @15% and total cost.

Payment terms: SABC pays 60 days after service rendered and invoice/statement submitted.

No bid security, bonds, guarantees or retention mentioned.

Mandatory:

• CIDB contractor grading designation 2SF at closing and award.
• All on-site technicians registered with SAQCC Fire.
• Valid and active lease agreement or municipality bill at closing.

Required:

• CSD registration (no contract without it).
• Valid TV licence statement for company and all active directors/shareholders (no contract if invalid).
• Valid tax clearance certificate or SARS PIN (no contract if tax matters not in order).
• Original or certified B-BBEE certificate from SANAS-accredited agency.
• Certified company registration document.
• Certified shareholders' certificates.
• Certified ID copies of directors/members.

B-BBEE specific goals (80/20 system):

• EME/SME 51% Black-owned = 10 points
• 51% Black-owned = 5 points
• 51% Black-owned women = 3 points
• Black youth = 2 points
• Evidence: B-BBEE certificate/affidavit, certified ID documents, CIPC documents, financial accounts as applicable.

Exclusions:

• Bidders blacklisted or with fraud/misrepresentation history.
• Bidders failing financial stability assessment.
• SABC former employees within 12 months of termination; dismissed employees for 5 years; criminal record until expunged.
• Board members and their businesses; former board members within 12-month cooling-off.

SABC not bound to accept lowest or any tender.

SABC may not award to bidders with poor SABC track record, blacklisted, fraudulent, or failing financial stability assessment.

No SABC former employees within 12 months of termination; dismissed employees prohibited for 5 years; criminal record until expunged.

No procurement from Board members or their businesses; former Board members excluded for 12-month cooling-off.

Canvassing SABC officers or employees between closing and award disqualifies the bid.

SABC not liable for bid preparation costs.

No tender accepted until formal contract/letter of award signed by both parties.

SABC may negotiate with preferred bidders and contact bidders for clarification.

SABC may cancel RFQ at any time.

Bidders bear all costs of bidding.