RFQ 4561/26: supply and delivery of nafion dryers, swagelok unions, filters, and valves

Closing date and time: 10/09/2026 at 11h00. Briefing session: N/A (none stated). Validity period: 60 calendar days after closing date.

SCM: Acquisition Department, South African Weather Service. Email: [email protected]. Submission email: [email protected].

Submit electronically to [email protected] before 10/09/2026 at 11h00. Late bids will not be accepted. Bids must be submitted on the official forms provided (not re-typed) and all pages initialled. Returnable forms include: Annexure A (Supplier Information and Declaration), Annexure C (SBD 4 – Bidder's Disclosure), Annexure F (Preference Points Claim Form), Annexure G (Pricing Schedule), Annexure H (Specifications/Terms of Reference), Annexure i (POPIA Supplier Notice and Consent form). Incomplete standard bidding documents may be rejected. Bidders must provide proof of subcontracting arrangements if applicable, and a signed teaming agreement for joint ventures/consortia/trusts/partnerships. The successful bidder must sign a written contract (SBD7) and conclude an SLA with SAWS.

Bidders must submit: completed supplier information section (Annexure A), including B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for points claimed; proof of accreditation as a representative for foreign suppliers; completed questionnaire to bidding foreign suppliers; tax compliance status (TCS) PIN or CSD number; signed teaming agreement for joint ventures, consortia, trusts, or partnerships; proof of subcontracting arrangement between main tenderer and subcontractor; and any other required documentation as per the bid document.

The 80/20 preference point system applies. Price: maximum 80 points (formula: Ps = 80(1 − (Pt−Pmin)/Pmin)). Specific goals (B-BBEE status level) maximum 20 points. Total points = 100. SAWS may request final presentations from shortlisted bidders and may conduct site visits.

Supply and deliver the following items (Swagelok or equivalent):

• Nafion dryers, 24-inch length, type MD-070-24S-4 – quantity 6
• Nafion dryers, 36-inch length, type MD-070-36S-4 – quantity 6
• 1/4-inch straight union (compression type), Swagelok SS-400-6 or equivalent – quantity 24
• Reducing union (compression type) 3/8" tube x 1/4" tube, Swagelok SS-600-6-4 or equivalent – quantity 20
• Inline particulate filter 2μm (with compression type fittings), Swagelok SS-4F-2 or equivalent – quantity 12
• Needle metering valves (with compression type fittings), Swagelok SS4 or equivalent – quantity 12

All items must comply with Annexure H specifications. Bidders must state delivery period, brand and model, and country of origin.

SAWS may request final presentations from shortlisted bidders to the evaluation committee. Shortlisted service providers must present their service offering in line with the bid requirements/scope of work. SAWS may also conduct site visits to verify firm existence, proposed capacity, employees, and administration office.

SAWS may conduct reference/background checks on bidders and individuals to verify information, confirm firm existence and track record, identify owners and affiliations, and verify educational and professional credentials. The service provider must have duly approved operational premises with necessary infrastructure and relevant accreditation. A due diligence site visit will be carried out before award.

The successful bidder must conclude an SLA with SAWS, which will form part of the supply agreement. The SLA will be used to measure, monitor, and assess supplier performance, ensuring effective delivery, quality, and value-add. The bidder must provide a scorecard showing how its product/service offering is measured to achieve these objectives.

Pricing schedule (Annexure G) – all prices in ZAR inclusive of VAT. Items and quantities as per technical specifications. Bidders must indicate whether offer complies with specification, delivery period, any other costs, brand and model, and country of origin. Price adjustments: non-firm prices subject to escalation (formula provided, 85% adjustable, 15% firm) and prices subject to rate of exchange variations (details of financial institution, currency, amounts remitted abroad required).

Prices must be in South African rand and inclusive of VAT. The pricing schedule (Annexure G) requires a total price per item and overall total. Price adjustments: non-firm prices subject to escalation (formula provided, with 85% of bid price adjustable and 15% firm) and prices subject to rate of exchange variations (details of financial institution, currency, and amounts remitted abroad required). SAWS may request audited financial statements to ascertain financial stability; failure to provide may lead to rejection. Payments to creditors will be settled within 30 days from receipt of invoice.

Bidders must submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate, or a CSD number if no TCS PIN is available. Each party in a consortium/joint venture/subcontracting arrangement must submit separate TCS/CSD details. Bidders must not be persons in the service of the state, nor have directors/members who are. Foreign suppliers must complete the questionnaire in Annexure A; SAWS will submit the completed form to SARS for a tax obligations confirmation. B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points. Failure to comply with tax or B-BBEE requirements may render the bid invalid.

The successful bidder must sign a written contract (SBD7). The contract is subject to the General Conditions of Contract (GCC) and any Special Conditions. SAWS may cancel the bid before award if needs change, funds are unavailable, no acceptable tenders are received, or material irregularities occur. Bidders indemnify SAWS against third-party claims of patent, trademark, or industrial design infringement. SAWS becomes owner of submitted proposals and is not obliged to return them. Bidders must not attempt to influence the award decision; such attempts may lead to rejection. Costs of preparing and submitting bids are borne by the bidder. SAWS may request audited financial statements; failure to provide may lead to rejection. Subcontracting arrangements must be proven. Joint ventures/consortia/trusts/partnerships must submit a signed teaming agreement. Payments will be made within 30 days of invoice receipt.

The successful bidder must sign a written contract (SBD7) and conclude an SLA with SAWS. The SLA will be used to measure, monitor, and assess supplier performance. The bidder must provide a scorecard on how its product/service offering is measured. The service provider must have duly approved operational premises with necessary infrastructure and relevant accreditation. A due diligence site visit will be carried out before award. Payments will be made within 30 days of invoice receipt. Joint ventures/consortia/trusts/partnerships must submit a signed teaming agreement.

Bidders must comply with tax obligations: submit SARS TCS PIN or printed TCS certificate, or CSD number if no TCS PIN. Each party in consortia/joint ventures/subcontracting must submit separate TCS/CSD details. No bids from persons in the service of the state or companies with such directors/members. Foreign suppliers must complete the questionnaire in Annexure A; SAWS will submit it to SARS for tax obligations confirmation. Failure to comply may render the bid invalid.

Enquiries: SCM: Acquisition Department, South African Weather Service, Email: [email protected]. Bids must be submitted electronically to: [email protected].