Two-year maintenance and service contract for eaton UPS system at postbank bloemfontein

• Appointment of a service provider for maintenance and servicing of a specific Eaton UPS system at Postbank in Bloemfontein for two years.
• The UPS ensures business continuity, provides backup power, protects data, and is critical for uninterrupted service delivery and compliance.

• Closing date and time: 17 July 2026 at 11:00am.
• RFQ validity period: 60 days from the closing date.

• Submission and enquiries email: [email protected] / [email protected].
• Additional enquiry contact: [email protected].
• Physical address for delivery: Freepen Building, Zastron Street, Westdene, Bloemfontein.

• Submit quotations by email only to [email protected] and [email protected].
• Late submissions will not be accepted.
• Ensure the RFQ reference number RFQ 09/2026 is used.
• Complete and sign all Annexures and Standard Bidding Documents.
• Failure to send to the correct email address will result in disqualification.
• The Postbank reception is accessible Monday to Friday, 07h30 to 16h00, for delivery of goods only.

Mandatory: Minimum 5 years experience in UPS maintenance, proof of 3 client references, OEM-certified technicians, valid public liability insurance, valid business license. Evaluation: Two-phase process - Phase 1 checks mandatory criteria; Phase 2 uses 80/20 system (80% price, 20% specific goals for HDI, women, disabled).

• Scope: Maintenance and servicing of an Eaton 9390, 120kVA UPS system, serial number 80000035, located at Postbank Freepen Building, Bloemfontein, for two years.
• Preventive maintenance tasks include cleaning, logging measurements, checking mechanical soundness, simulating operation, adjusting control circuits, and checking alarm circuits.
• Battery-specific tasks include checking interconnections, measuring float voltage, and conducting discharge tests.
• Deliverables: A detailed service report within 5 working days after each quarterly service.
• All work must be performed on-site after hours to minimize disruption.
• Submission requirement: Completed pricing table in Excel and PDF formats.

• Bidder must have a minimum of 5 years of experience in UPS maintenance services.
• Submit a company profile detailing the number of years providing UPS maintenance and a minimum of three client references.
• Certified technicians with OEM training (Eaton or equivalent) are preferred; provide valid OEM certificates.

• ISO 9001 certification is preferred.

• Provide a full cost breakdown on official company letterhead.
• Prices must be VAT inclusive (if applicable) and quoted in ZAR.
• No price changes after Purchase Order or Award Letter issuance.
• Pricing table must include quarterly UPS maintenance and service visits (4 per year for two years).

• Provide a full cost breakdown on official company letterhead.
• All prices must be VAT inclusive (if VAT registered) and quoted in South African Rand (ZAR).
• No price changes accepted after official Purchase Order or Award Letter is issued.
• The service provider warrants the pricing is error-free and binding.
• Pricing schedule includes quarterly maintenance visits (4 per year for two years).

• Mandatory documents for Phase 1 evaluation:

• Company profile showing minimum 5 years' experience in UPS maintenance, including a list of at least three clients.
• Valid OEM certificates for technicians (Eaton or equivalent training preferred).
• Public liability insurance.
• Valid business license.

• Complete and sign all Standard Bidding Documents (SBDs) and Annexures.
• Adhere to General Conditions of Contract as prescribed by National Treasury.
• Ensure compliance with tax obligations.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

• Preference points are awarded for Specific Goals, including points for Historically Disadvantaged Individuals, Women, and Disabled persons.
• Points claimed must be supported by documentation; failure to submit proof means no points are claimed.
• The organ of state may verify claims and impose penalties for fraudulent claims.

• Postbank's standard conditions of purchase apply.
• No goods or services may be delivered before an official Postbank Award Letter or Purchase Order is issued.
• The organ of state reserves the right to verify preference claims and may impose penalties for fraudulent claims.
• Contractors may be required to furnish documentary proof of preference claims.
• General Conditions of Contract as prescribed by National Treasury must be adhered to.

• Complete and sign all Annexures and Standard Bidding Documents.
• Ensure compliance with tax obligations.
• Late submissions will not be accepted.
• Bidders must indicate compliance with mandatory requirements; failure results in disqualification.
• Provide public liability insurance and a valid business license.
• Bidders must disclose any state employment, relationships with procuring institution staff, or interests in other related enterprises.

• Two-phase evaluation: Mandatory Requirements and Commercial Evaluation (Price 80, Specific Goals 20).
• The applicable preference point system (80/20 or 90/10) depends on the tender value and will be determined after tender receipt.
• Price scoring formulas are provided for both 80/20 and 90/10 systems.