Soil contamination and classification testing services for chelmsford nature reserve (chemical analysis)

Ezemvelo KZN Wildlife, a state‑owned conservation agency, is seeking a qualified service provider to perform chemical analysis of soil and quarry material at the Chelmsford Nature Reserve. The work includes sampling from two farms located approximately 10 km and 3 km from the reserve, analysing for a range of chemical parameters (C, H, N, S, pH, O) and providing a classification test. Results are to be submitted to the Project Manager. The contract is governed by the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations 2022, the General Conditions of Contract and any applicable Special Conditions of Contract.

• Closing date and time: 30 June 2026 at 11:00 am.
• Compulsory briefing session: 30 June 2026 (at the venue indicated in the tender documents).
• Validity period of quotation: 90 calendar days from the closing date.

• Procurement contact (e‑mail submission): [email protected]
• Phone: 033 845 1727
• Contact person: Nobuhle Magubane (Supply Chain Management).
• Technical enquiries: Bongiwe Shabalala – Phone 033‑845‑1912 – E‑mail [email protected].

• Submit the quotation by e‑mail to [email protected] no later than 30 June 2026 at 11:00 am (closing time).
• Use the RFQ number (RFQ 03/05/2026) in the e‑mail subject line.
• Only PDF files are accepted; if the file is large, compress it into a single ZIP archive and send as one e‑mail – sending multiple e‑mails will lead to disqualification.
• All required forms must be completed on the official templates – do not re‑type or alter the forms; initial any changes.
• Indicate “N/A” in any non‑applicable fields; blank spaces are not permitted.
• All pages must be present, correctly numbered and signed by an authorised representative; original signatures are required.
• The bidder must be registered on the Central Suppliers Database (CSD) before the closing time – failure to be registered results in automatic disqualification.
• Attach the CSD registration report and, where applicable, the B‑BEE verification certificate.
• Provide a valid SANAS Certificate of Accreditation (ISO/IEC 17025:2017) as a mandatory requirement.
• Non‑compliance with any of the above items will render the bid invalid.

• Scope: Conduct soil and quarry material contamination tests (chemical analysis) for the Chelmsford Nature Reserve.
• Required analyses: Carbon, Hydrogen (incl. moisture), Nitrogen, Sulphur, pH, Oxygen (by diffusion, incl. moisture), and classification test.
• Sampling: Collect samples from two neighbouring farms located approximately 10 km and 3 km from the reserve and submit results to the Project Manager.
• Accreditation: Supplier must hold a valid SANAS Certificate of Accreditation covering ISO/IEC 17025:2017 for the relevant testing services; the accreditation must be current on the closing date and the scope must explicitly include the required analyses.
• Standards: All work must comply with the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations 2022, and the General Conditions of Contract (GCC).
• Deliverables: Laboratory report with test results for each parameter and the classification outcome, delivered within the time‑frame agreed in the contract.

• Goods and services must meet the standards and specifications set out in the tender documents.
• Confidentiality: Supplier may not disclose any contract information, specifications, drawings or samples without the purchaser’s prior written consent; disclosure is limited to personnel directly involved in performance.
• Document handling: All contract documents (except the contract itself) remain the property of the purchaser and must be returned on completion if requested.
• Audits: Supplier must allow the purchaser to inspect its records and may be subject to audit by auditors appointed by the purchaser.
• Inspection & testing: All pre‑bidding testing is at the bidder’s expense. If the contract requires inspection, testing or analysis of supplies, the supplier’s premises must be open for reasonable inspection by the purchaser’s representatives. If inspections are not stipulated but become necessary during performance, the purchaser will arrange and fund them. Costs of inspections that confirm compliance are borne by the purchaser; costs of inspections that reveal non‑compliance are borne by the supplier. Non‑conforming supplies may be rejected and must be replaced or removed at the supplier’s cost.
• Rejection handling: Rejected supplies are held at the supplier’s risk and must be removed or replaced promptly; if the supplier fails to do so, the purchaser may procure replacement supplies at the supplier’s expense.

• Quotation must be all‑inclusive (delivery costs, VAT at 15 % included).
• Validity of the quote: 90 calendar days from the closing date.
• Payment terms: Payment in South African Rand within 30 days of receipt of a correct invoice and delivery note, as stipulated in the Special Conditions of Contract.
• Performance security: The successful bidder must furnish a performance security (bank guarantee, irrevocable LC or certified cheque) within 30 days of contract award, in the amount specified in the SCC.
• No separate fee for bid submission is mentioned; the bidder bears all costs of preparing the bid.

• Central Suppliers Database (CSD) registration is mandatory; attach the CSD report.
• Tax compliance: Provide a SARS Tax Compliance Status (TCS) PIN or, if unavailable, a valid CSD number.
• B‑BEE: Submit the B‑BEE verification certificate or sworn affidavit to claim preference points; ownership percentages will be verified on the CSD.
• SANAS accreditation (ISO/IEC 17025:2017) is a mandatory requirement.
• No directors, shareholders or partners may be listed on the Register of Tender Defaulters or be persons in the service of the State.
• Foreign suppliers must complete the questionnaire confirming RSA residency, branch, permanent establishment, source of income and tax liability.
• All required certificates and disclosures must be attached to the quotation; failure to do so will invalidate the bid.

• The supplier must comply with all applicable Occupational Health and Safety (OHS) legislation and any site‑specific safety requirements issued by Ezemvelo KZN Wildlife.
• A site‑specific health‑safety plan must be submitted prior to commencing work, outlining risk assessments, control measures, emergency procedures and personal protective equipment (PPE) to be used.
• All personnel on site must be trained and inducted on the relevant OHS policies and must wear the required PPE at all times.
• Any incident, injury or near‑miss must be reported immediately to the project manager and documented in accordance with the purchaser’s incident‑reporting procedures.

• Warranty: Goods must be new, unused, current models and free from design, material or workmanship defects. Warranty period is 12 months after delivery or 18 months after shipment, whichever is earlier.
• Warranty claims must be notified in writing; supplier must repair or replace defective items at no cost within the time‑frame specified in the SCC.
• Payment: Invoices must be submitted with a delivery note; payment is made in Rand within 30 days of a correct invoice.
• Prices quoted are fixed; variations are only allowed if authorised by the SCC or a bid‑validity extension.
• Contract amendments can only be made by written agreement signed by both parties.
• Assignment: Supplier may not assign the contract, in whole or in part, without prior written consent of the purchaser.
• Sub‑contracts: Supplier must notify the purchaser in writing of any sub‑contracts; notification does not relieve the supplier of liability.
• Delays: Supplier must notify the purchaser in writing of any delay, its likely duration and cause. The purchaser may grant an extension with or without penalties.
• Penalties: If the supplier fails to deliver or perform, the purchaser may deduct a daily penalty calculated on the delayed amount using the prime interest rate, and may consider termination.
• Termination for default: The purchaser may terminate the contract (in whole or in part) for non‑delivery, non‑performance or corrupt/fraudulent conduct, and may procure replacement supplies at the supplier’s expense.
• Force majeure: Supplier is not liable for delays caused by events beyond its control; must notify the purchaser promptly and continue performance as far as practicable.
• Insolvency: The purchaser may terminate the contract if the supplier becomes insolvent, without compensation.
• Dispute resolution: Parties must attempt amicable resolution; if unsuccessful after 30 days, mediation may be initiated, otherwise the dispute may be referred to a South African court.
• Limitation of liability: Supplier is not liable for indirect or consequential loss, except for penalties or damages expressly provided for; total liability is limited to the contract price, excluding costs of repairing or replacing defective equipment.
• Governing law: English language; contract interpreted in accordance with South African law.

• Preference point system: 80/20 (80 points for price, 20 points for specific goals).
• Phase 1 – Administrative compliance: CSD registration, tax compliance, disclosures, signatures, no directors on tender‑defaulters list, attendance at compulsory briefing.
• Phase 2 – Mandatory requirements: Valid SANAS Certificate of Accreditation (ISO/IEC 17025:2017) and related annexure; failure to provide results in a non‑responsive bid.
• Phase 3 – Price and preference: Price score (max 80) and specific‑goal score (max 20). Proof of B‑BEE ownership percentages must be attached (CSD report); lack of proof means the 20 points are forfeited.
• All supporting documentation must be submitted with the quotation; otherwise the bidder will be disqualified.