Provision of replacement spare parts and maintenance services for ysi sonde water quality monitoring equipment (efteon) - 5-Year contract

Non-compulsory briefing session

• Date: 13 November 2026
• Time: 11:00
• Venue: Microsoft Teams online session

Closing date and time

• Date: 27 November 2026
• Time: 11:00

Last date for submission of enquiries

• Three (3) working days before the closing date

Bid validity period

• Ninety (90) days from date of closure

Supply Chain Management enquiries

• Contact: Supply Chain Management
• Email: [email protected]
• Telephone: 012 534 3618

Enquiries must be submitted in writing

Service delivery address

• 211 Nana Sita Street
• Pretoria Central
• Pretoria
• South Africa
• 0001

Delivery coordinates

• 25°45'04.73" S, 28°11'22.23" E

Submission channel and format

• Method: electronic submission by email or the National Treasury e-tender portal
• Submission email: [email protected]
• E-tender portal: www.etenders.gov.za
• File format: PDF, password-protected, with signatures in PDF
• Folder structure: two folders — Folder 1 for compliance and technical response, Folder 2 for financial response
• File naming: bid number, bidder details and folder number
• Passwords: communicated in a separate file, one minute after bid closure and no later than two days after bid closure
• One tender offer only per bidder, either as a single entity or as a member of a joint venture or consortium
• Joint venture or consortium members must each individually complete and submit the SBD returnable forms
• All returnable documents and forms must be completed in full and returned
• The bid document must be submitted in its entirety
• Late bids will not be accepted
• Bids must be submitted on the officially provided forms or in the manner prescribed
• Returnable forms
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page
• SBD 3.1 (Pricing Schedule – Firm Prices): completed pricing schedule or official quotation on company letterhead
• SBD 4 (Bidder's Disclosure): disclosure of interest and connections to state employment
• SBD 6.1 (Preference Points Claim Form): claim for B-BBEE preference points
• SBD 7.2 (Contract form for rendering of services): to be signed by the successful bidder at award

Evaluation stages

• Stage 1 – Returnable documents and forms: all mandatory and administrative criteria must be met to proceed; the NRF may allow correction of purely administrative omissions at its discretion
• Stage 2 – Functionality requirements: mandatory pass or fail; failure to submit evidence results in disqualification with no second opportunity, except where only one bid is received
• Stage 3 – Price and preference: bids passing Stage 2 are evaluated on price and preference

Scoring split

• Price: 80 points
• Preference: 20 points
• Total: 100 points
• Award: highest combined score for price and preference, subject to final tax compliance verification

Stage 2 mandatory functionality requirements

• Ability to supply all listed instruments, calibration solutions and testing reagents with the specified minimum shelf life, with a price list including all items
• Supply of spare parts with a three-year warranty

Administrative requirements (Stage 1)

• Business or company profile
• SBD 1 form completed and submitted
• Valid Central Supplier Database report
• Tax status green or up to date (CSD report, SARS PIN or tax certificate)
• Clean on mandatory disqualifications
• SBD 3.1 form or price quotation on company letterhead (mandatory)
• SBD 4 form completed
• SBD 6.1 form completed
• B-BBEE certificate, affidavit or CIPC ownership certificate (optional, to claim preference points)

Disqualification risks

• Late bids
• False or misleading information, or deliberate withholding of material information
• Failure to submit both technical and financial folders in a two-folder system
• Listing on the National Treasury Register for Tender Defaulters or List of Restricted Suppliers
• Restriction from doing business with any organ of state
• Alterations to the bid document content other than those mandated by the NRF
• Counter proposals are not accepted

Scope: replacement spare parts, maintenance services, calibration solutions and YSI 9800 Photometer reagents for YSI EXO2 Sonde water quality monitoring equipment across six EFTEON landscapes, for a period of five years

Section 1 – Replacement spare parts (estimated quantities, ordered as and when needed)

• EXO GO Wireless Communication Device: 1
• EXO Signal Output Adapter - DCP: 1
• EXO 15-meter Flying Lead Cable (non-vented): 1
• EXO 66-meter Field cable: 1
• EXO2 Anti-Fouling Guard: 1
• EXO Central Wiper: 1
• EXO Optical DO Sensor: 1
• EXO fDOM Sensor: 1
• EXO Turbidity Sensor: 1
• EXO pH Sensor Assembly: 1
• EXO Wiped Conductivity/Temperature Sensor: 1

Maintenance support: replacement and repair of supplied equipment during the three-year warranty period

Section 2 – Calibration solutions (estimated quantities, ordered as needed)

• 1000uS/cm Conductivity calibrator solution: 24
• Buffer solution pH 4.00: 24
• Buffer solution pH 7.00: 24
• Buffer solution pH 10.00: 24
• Turbidity Standard 0 FNU, 1 gallon bottle: 24
• Turbidity Standard 124 FNU, 1 gallon bottle: 24
• Turbidity Standard 1010 FNU, 1 gallon bottle: 24
• Sulfuric acid: 24
• EXO2/EXO3 Calibration and Storage Cup: 24

Calibration solution conditions

• Minimum shelf life of 2 years when delivered
• Preferably supplied in small containers of 475 ml to 1 L for single use after opening, unless the manufacturer supplies them only in larger containers

Section 3 – YSI 9800 Photometer reagents (23 parameters, 24 of each, supplied as needed)

• Alkalinity total, Aluminum, Ammonia, Bromine, Calcium Hardness, Chlorine DPD-Free, Chlorine DPD-Free Monochloramine and Dichloramine, Copper, Copper free, Cyanuric Acid, Hardness, Iron HR, Magnesium, Manganese, Nickel, Nitrate, Nitrite-N, Nitrite-NaNO2, Ozone, pH, Phosphate, Potassium, Sulfate

Logistics

• Delivery to SAEON National Office, 211 Nana Sita Street, Pretoria Central, Pretoria, 0001
• Delivery hours: 08:00 to 16:00, Monday to Friday, excluding public holidays
• Turnaround time: not more than 28 days after an order is placed
• Prompt communication of anticipated delays with an estimated delivery date

Contract management

• Appoint a contract manager and notify SAEON head office and each node manager in writing of the name and contact details

Business or company profile required as an administrative returnable document

Due diligence: the NRF may require shortlisted bidders to submit reference letters from clients for whom similar services were provided; reference letters must comply with NRF performance indicators; a bid may be disqualified where reference letters do not satisfy the indicators

Performance levels and key performance indicators with minimum thresholds and penalty or bonus trigger points must be agreed in writing and appended to the contract

Performance levels reviewed after the first three months and every six months thereafter

Poor performance management: parties meet to investigate the root cause, agree and implement a correction plan, monitor corrective actions, and assess and apply penalties as per GCC 22

Key performance indicators and penalties

• Delivery turnaround: within 28 days of order; failure to deliver at the agreed date and time leads to a cost penalty as per GCC 22
• Query resolution: response to quote or technical queries within 48 hours by email; more than 48 hours escalates to a penalty as per GCC 22
• Shelf life: minimum 2 years for calibration solutions; delivered solutions with less than the required shelf life escalate to a penalty as per GCC 22
• Repairs of sensors: evaluation within 14 days at the supplier's side; more than 14 days escalates to a penalty as per GCC 22

Pricing schedule: SBD 3.1 (Pricing Schedule – Firm Prices for purchases) or official quotation on company letterhead

All items must be included in the price list

Financial offer submitted in a separate electronic folder (Folder 2)

Prices subject to possible negotiation with the preferred bidder

The NRF may reject bids priced significantly higher or lower than estimated market value

Pricing format

• Completed SBD 3.1 pricing schedule or official quotation on company letterhead
• All items must be included
• Financial offer submitted in a separate electronic folder (Folder 2)

Bid validity

• Ninety (90) days from date of closure

Price negotiations

• Award may be subject to price negotiations with the preferred bidder for cost savings or where prices are not reasonable or market related
• NRF may reject overpriced or under-priced bids priced significantly higher or lower than estimated market value

Contract signing

• Successful bidder must complete and sign the contract signature form (SBD 7.2 – Contract form for rendering of services)

Central Supplier Database (CSD)

• CSD registration required; no award may be made to a bidder not registered
• Bidders not yet registered may submit but must be registered prior to award
• CSD number must be provided with the bid

Tax compliance

• SARS tax compliance status PIN or printed TCS certificate required
• Tax status must be green or up to date
• Each party to a joint venture, consortium or partnership must submit a separate TCS certificate, PIN or CSD number
• At award, the preferred bidder is disqualified if not tax compliant and fails to ensure compliance within 7 days of notification, or within an extended timeframe granted in writing

State employment restrictions

• No bids 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

Returnable forms

• SBD 1 (Invitation to Bid): bidder details and signed offer
• SBD 3.1 (Pricing Schedule – Firm Prices): pricing schedule or quotation on company letterhead
• SBD 4 (Bidder's Disclosure): disclosure of interest and state connections
• SBD 6.1 (Preference Points Claim Form): B-BBEE preference points claim
• SBD 7.2 (Contract form for rendering of services): signed by successful bidder at award

Other

• Business or company profile required
• Beneficial ownership disclosure in accordance with CIPC requirements; failure to disclose or misrepresentation results in disqualification
• B-BBEE certificate, sworn affidavit or CIPC ownership certificate optional, to claim preference points
• Each member of a joint venture or consortium must submit separate SBD 1, SBD 4 and SBD 6.1 forms

Contract period: five (5) years

Contract commencement date: stated in the standard contract acceptance form (SBD 7.1, 7.2 or 7.3) or the written contract

Governing conditions: General Conditions of Contract (GCC) and Special Conditions of Contract form part of the contract

Performance management: performance levels and key performance indicators with minimum thresholds, and penalty and bonus trigger points, agreed in writing and appended to the contract; reviewed after three months and every six months

Penalties: applied as per GCC 22 for late delivery, query response over 48 hours, calibration solutions delivered with less than the required 2-year shelf life, and sensor repair evaluation taking more than 14 days

Price negotiations: the NRF may negotiate price with the preferred bidder for cost savings or where prices are unreasonable; the NRF may reject overpriced or under-priced bids

Cancellation: the NRF may cancel the bid before award if there is no longer a need, funds are unavailable, no bids meet specifications, or there is a material irregularity

Validity extension: the NRF may extend the 90-day validity period; bidders who do not accept are excluded

Contract signature: the successful bidder must sign the contract acceptance form (SBD 7.2 for services)

Stage 1 – Submission of returnable documents and forms: all mandatory and administrative criteria must be met to proceed; the NRF may allow correction of purely administrative omissions at its discretion

Stage 2 – Functionality requirements: mandatory pass or fail; failure to submit evidence results in disqualification with no second opportunity, except where only one bid is received

• Ability to supply all listed instruments, calibration solutions and testing reagents with specified minimum shelf life
• Supply of spare parts with a three-year warranty

Stage 3 – Price and preference: price 80 points, preference 20 points, total 100 points; award to highest combined score