Maintenance of laboratory instrumentation and automation equipment (3 years, multi-site)

Compulsory briefing session: 20 October 2026 at 11:00 (also stated as 10:00 in one section) at SABS Groenkloof, 1 Dr Lategan Road, Groenkloof, Pretoria. Attendance is compulsory.

Enquiries:

• Contact: Elvis Lebepe
• Email: [email protected]
• Note: Bidders must not contact any other SABS personnel; doing so may lead to disqualification.

Submission:

• Email: [email protected]
• Use only for proposal submission; no questions to this address.

Briefing venue: SABS Groenkloof, 1 Dr Lategan Road, Groenkloof, Pretoria

Submission method: electronic, to [email protected], with the RFP reference number and description in the subject line. Files must be PDF (compressed/zipped if needed), maximum 14MB. Submissions via links or file-transfer services are not accepted. Late submissions are disqualified. The submission email must be used only for proposal submission; questions must not be sent there. Bidders must complete and return the Intention to Respond form (Appendix D) by 02 November 2026. Proposals must remain valid for 120 days from the submission date.

Returnable documents — all must be completed, signed and submitted:

• Appendix A: Scope of Work (acknowledgement)
• Appendix B: Pricing/Quotation
• Appendix C: Company Experience (client reference table)
• Appendix D: Intention to Respond
• Appendix E: SBD 4 Bidder's Disclosure (declaration of interest)
• Appendix F: Signed Non-disclosure Agreement
• Appendix G: SBD 6.1 Preference Points Claim Form (preference points for specific goals)
• Appendix H: CSD Report or proof of banking details (for international suppliers)
• Appendix I: B-BBEE certificate or sworn affidavit (if claiming specific goals)
• Appendix J: Management Summary (including Statement of Compliance)
• Appendix K: Statement of Compliance
• Appendix L: Signed SABS Terms and Conditions
• Appendix M: RFP document section (acknowledgement)
• Appendix N: Audited Financial Statements
• Appendix O: Request for Proposal Enquiry
• Appendix P: Service Agreement
• Appendix Q: Company Experience (reference letters)
• Appendix R: Contractor Qualifications & Experience of Account Manager
• Appendix S: Contractor Experience and Qualifications of Artisan/Technician
• Appendix T: Service Capability (SOP)
• Appendix U: Mandatory Requirements

Disqualification risks:

• Missing or unsigned returnable documents.
• Bids not meeting all scope requirements.
• Solutions encumbered by any intellectual property rights.
• Misrepresentation of material facts.
• Contacting SABS personnel other than the designated enquiry contact, or any canvassing.
• Late, linked or 'WeTransfer' submissions.

Evaluation is in three stages:

Stage 1: Mandatory Requirements

• CIDB grading: 4 EB (or as stated: CIDB 4 EB)
• Valid COIDA certificate from Dept of Labour, FEM & RMA
• Only bidders meeting these requirements proceed.

Stage 2: Functionality Evaluation (minimum threshold: 70%)

Functionality is scored on a scale of 1–5 (with sub-weights, as per the document) and weighted as follows:

1. Company Experience — 30% (Appendix Q)

• Experience in similar work for an ISO 17025 accredited client/facility within the past 7 years, with contactable reference letters or project completion certificates on client letterhead (certified copies). Points escalate with number of references (1–5).

2. Contractor Experience & Qualifications of an Account Manager — 20% (Appendix R)

• Minimum NQF 7 relevant technical qualification and 5 years' work experience.
• Detailed CV with relevant experience, certification and qualification (all 3 required, else score = 1).

3. Contractor Experience & Qualifications of an Artisan/Technician — 20% (Appendix S)

• Minimum NQF 6 relevant technical qualification, trade-test certified, installation certification, 5 years' experience.
• Detailed CV with all 3 (experience, certification, qualification) required, else score = 1.

4. Contractor to Demonstrate Service Capability — 30% (Appendix T)

• Submit detailed SOP covering: (1) quality assurance, (2) safety, (3) service-aligned team size/structure, (4) primarily sourcing OEM/approved spare parts, (5) 24hr TAT call response to breakdowns across regions.
• No detailed SOP scores 1; detailed SOP scores 5.

Stage 3: Preference Points (80/20 system)

• 80/20 preference point system (price and specific goals) per Preferential Procurement Regulation 2022.
• Maximum 80 points for price, 20 points for specific goals (B-BBEE ownership).
• Specific goals points: black ownership (up to 10 points), black women ownership (up to 6 points), persons with disabilities (up to 4 points).

Appointment of a qualified contractor to support the Engineering & Plant Maintenance Department in maintaining instrumentation and automation technologies equipment used in laboratories for 3 years, at Groenkloof and regions — Secunda, Richards Bay, Olifantsfontein NETFA, Cape Town, and Port Elizabeth.

Scope of work includes:

• Scheduled preventative maintenance (monthly/quarterly/annual)
• Inspection and servicing of instrumentation and automation technologies/equipment and components
• Functional and performance verification
• Replacement of worn or defective parts
• Documentation of maintenance activities and compliance reports (Work Instructions)
• Ensuring minimal disruption to laboratory operations
• Provide detailed service reports covering: correct mounting/wiring of sensors, transmitters, controllers; integration with control systems (PLCs, Automation, SCADA where applicable); commissioning and functional testing; firmware/software updates; configuration backup/restore; fault diagnosis; signal integrity verification; correct signal ranges and response times
• Maintain high standards of professionalism and safety

Equipment covered includes: Gas Chromatographs (GC), High-Performance Liquid Chromatographs (HPLC), Spectrophotometers (UV-Vis, FTIR), balances and scales, pH/conductivity meters, temperature/humidity monitoring systems, calibration instruments, work test benches, climatic chambers, electrical appliances (dishwashers, washing machines, geysers), and other specialised instrumentation.

Compliance standards:

• ISO/IEC 17025 (or relevant standards)
• Manufacturer-recommended procedures
• Local safety and environmental regulations

Qualifications:

• Company profile and relevant experience
• References from similar contracts
• Proven experience in maintaining mechanical laboratory equipment
• Certified technicians/artisans with relevant qualifications (Certified Trade Tested: N6 minimum)
• Ability to provide maintenance across multiple laboratory locations
• Availability for emergency repairs and after-hours support (24hr response)
• Compliance with safety and environmental regulations
• Proof of liability insurance
• Occupational health and safety compliance documentation (Safety File)

Company experience (Appendix Q): Must submit reference letters or project completion certificates for similar work executed for an ISO 17025 accredited client/facility within the past 7 years, on client letterhead, certified. Points escalate with number of references (1 to 5).

Account Manager (Appendix R): Minimum NQF 7 relevant technical qualification and 5 years' experience. CV must demonstrate relevant experience including coordination of maintenance support services, planning, stakeholder engagement, and reporting. All 3 (experience, certification, qualification) must be submitted.

Artisan/Technician (Appendix S): Minimum NQF 6 relevant technical qualification, trade-test certified, installation certification, 5 years' experience. CV must show experience in repairs and maintenance of instrumentation equipment. All 3 (experience, certification, qualification) must be submitted.

All maintenance must comply with ISO/IEC 17025 (or other relevant standards), manufacturer-recommended procedures, and local safety and environmental regulations. The contractor must document all maintenance activities and provide compliance reports (Work Instructions). Functional and performance verification must be performed, including correct mounting, wiring, integration with control systems, commissioning, firmware updates, configuration backup, fault diagnosis, and signal integrity verification. Work must be documented and traceable.

Pricing structure must include hourly rates for scheduled and unscheduled maintenance (senior technician and junior tech support) for normal and weekend/holiday hours, subtotal, VAT, and total. Cost of parts and consumables: maximum 25% mark-up, but bidders may offer a more competitive rate. No handwritten quotes. Scheduled maintenance averages 3 days with 2 senior technical resources; unscheduled response averages 2 resources (senior + junior). Disbursements priced assuming 1 day at Pretoria Groenkloof site for base price.

Pricing structure (Appendix B) must include:

• Hourly rate for scheduled maintenance — Senior Technician (normal hours)
• Hourly rate for scheduled maintenance — Senior Technician (weekend/holiday hours)
• Hourly rate for unscheduled maintenance — Senior Technician (normal hours)
• Hourly rate for unscheduled maintenance — Senior Technician (weekend/holiday hours)
• Hourly rate for Junior Tech Support — unscheduled repairs (normal hours)
• Hourly rate for Junior Tech Support — unscheduled repairs (weekend/holiday hours)
• Subtotal, VAT, Total
• Cost of parts and consumables: maximum 25% mark-up (bidders may offer more competitive rate)

Notes:

• No handwritten quotations accepted.
• Scheduled maintenance averages three (3) days, with three (2) senior technical support resources.
• Unscheduled (breakdown) response averages two (2) resources: senior technician and junior tech support.
• Disbursements to be priced in line with above, assuming one (1) day and Pretoria Groenkloof site as base price reference.

Mandatory requirements (Stage 1):

• CIDB grading: 4 EB
• Valid COIDA certificate from Dept of Labour, FEM & RMA
• Valid tax clearance certificate (original)
• CSD registration on National Treasury Central Supplier Database (www.CSD.gov.za)
• B-BBEE status level verification certificate or sworn affidavit (for specific goals claim)

Returnable compliance documents (boilerplate forms — one line each):

• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with procuring institution personnel; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals (80/20 system) and declares points are true and correct.
• CSD Report: proof of Central Supplier Database registration.
• B-BBEE certificate/sworn affidavit: required to claim preference points for specific goals (ownership).
• Proof of liability insurance and OHS compliance (Safety File) per scope.

Disqualifying criteria:

• Not meeting all requirements as per scope of work.
• Solution encumbered by any intellectual property rights (registered or unregistered).
• Misrepresentation on any material fact.
• Contacting SABS personnel other than designated enquiry contact, or canvassing.

Specific goals under the 80/20 preference system: Black ownership (up to 10 points): 100% = 10, 75-99% = 8, 60-74.99% = 6, 51-59.99% = 4, 1-50.99% = 2, 0% = 0. Black women ownership (up to 6 points): 100% = 6, 51-99% = 4, 1-50.99% = 2, 0% = 0. Persons with disabilities ownership (up to 4 points): 100% = 4, 51-99% = 2, 0-50.99% = 0. Proof required: B-BBEE certificate or sworn affidavit (for EME/QSE) must be submitted with the bid to claim these points. Failure to submit proof means points are not claimed.

The contractor must maintain high standards of professionalism and safety, comply with local safety and environmental regulations, provide occupational health and safety compliance documentation (Safety File), and have proof of liability insurance. Availability for emergency repairs and after-hours support with a 24-hour response time is required. The safety file and liability insurance are part of the qualification requirements.

The proposal must remain valid for 120 days from submission. SABS may request an extension in writing; the bidder is not obliged. SABS retains ownership of all intellectual property developed during the service, and the bidder must transfer all such rights. No services may be rendered before a formal agreement is signed; SABS is not liable for any costs incurred before the contract is effective. SABS reserves the right to amend, alter or delete contract clauses regarding insurance, indemnity, guarantees, IP, service levels and tax compliance. Bidders must sign the SABS Standard Terms and Conditions (Appendix L); any variations must be submitted as Annexure F1 with clause reference, reason, and alternative clause. Contract will be based on NEC4.

Suppliers must register on the National Treasury Central Supplier Database (CSD) at www.CSD.gov.za. Bidders who misrepresent any material fact will be disqualified. The bidder must not contact any SABS personnel other than the designated enquiry contact; any canvassing leads to disqualification. All proposals must be submitted electronically in PDF format, maximum 14MB, to [email protected], with the tender reference and description in the subject line. Late submissions are not accepted.

Functionality evaluation criteria (Stage 2) with minimum threshold 70%:

1. Company Experience (30%): reference letters/project completion certificates for ISO 17025 accredited clients, within past 7 years. 1 reference = 1 point, 2 = 2, 3 = 3, 4 = 4, 5 = 5 (sub-weights scale 1-5, with 1 for incomplete submissions).
2. Contractor Experience & Qualifications of Account Manager (20%): minimum NQF 7 technical qualification and 5 years' experience; detailed CV with all 3 elements (experience, certification, qualification) = 5, else = 1.
3. Contractor Experience & Qualifications of Artisan/Technician (20%): minimum NQF 6, trade-tested, installation certification, 5 years' experience; detailed CV with all 3 = 5, else = 1.
4. Contractor Service Capability (30%): detailed SOP addressing 5 commitments (quality assurance, safety, team structure, OEM/approved spare parts, 24hr TAT) = 5, else = 1.

Preference points (Stage 3): 80/20 system — 80 points for price, 20 for specific goals (as per BBBEE section).