Servicing of UPS system, supply & install 29 batteries (12v 100ah) and decommission old batteries

Servicing of UPS system, supply and installation of 29 batteries, and decommissioning of old batteries for the South African Diamond and Precious Metals Regulator (SADPMR).

Closing date: 7 September 2026 at 11:00 (from tender record). No compulsory briefing session, site visit, or clarification deadline is stated in this document. SADPMR reserves the right to amend closing dates before the bid closing date; amendments will be communicated through appropriate channels.

This document takes precedence over any oral communication or information provided during briefing sessions or meetings. No compulsory briefing session is stated in this document.

No named SCM or technical contacts, emails, phones, or submission address are stated in this document. All enquiries must be submitted in writing to the designated contact person(s) identified in the bid documentation.

Submission method and address are not stated in this document. Bidders must submit all mandatory documents, declarations, schedules, certificates, or information required by the RFP or bid documentation. Failure to submit any mandatory document results in disqualification. Returnable forms typically required (per standard SADPMR practice) include SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), and Authority to Sign / Board Resolution. All enquiries must be submitted in writing to the designated contact person(s) identified in the bid documentation.

No explicit scoring split, functionality thresholds, or preference point system (80/20 or 90/10) is stated in this document. Evaluation will consider mandatory compliance (tax compliance, not listed on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers, no fronting, no conflicts of interest, no collusive or corrupt conduct) and may include due diligence investigations, product evaluations, explanatory meetings, reference checks, and verification exercises. SADPMR reserves the right to award to a bidder that is not the lowest priced or highest scoring, provided the award complies with applicable legislation and procurement prescripts.

Scope: Servicing of UPS system, supply and installation of 29 batteries, and decommissioning of old batteries for SADPMR (from tender title). No detailed technical specifications, quantities beyond the 29 batteries, standards, service levels, or capacity requirements are provided in this document. The successful bidder must provide goods/services in accordance with specifications, terms, and conditions contained in the bid document. Bidder must maintain necessary resources, personnel, systems, and expertise to perform the services. SADPMR may conduct site inspections, due diligence investigations, product evaluations, and verification exercises at the bidder's premises or client sites.

Where required in the bid specifications, bidders shall submit signed reference letters from current and/or previous clients demonstrating successful delivery of similar services. Reference letters should indicate: contract value, contract period, and industry or sector in which services were rendered. SADPMR reserves the right to conduct due diligence investigations and independently verify all information submitted by bidders.

Pricing format not specified in this document. Prices quoted must include all costs, obligations, and liabilities necessary for proper performance of the contract. Any errors, omissions, or miscalculations in pricing are for the bidder's sole account and risk. Bidder remains bound by its bid for the validity period stated in the bid documentation. SADPMR reserves the right to negotiate pricing during the contract period where goods or services become available at more competitive market-related prices; if the contracted supplier cannot match such pricing, SADPMR may procure outside the contract subject to applicable procurement requirements. SADPMR may accept a bid in whole or in part and award to one or more bidders. SADPMR may award to a bidder not the lowest priced or highest scoring, provided compliant with legislation and procurement prescripts.

Pricing format (firm, schedule of rates, bill of quantities) is not stated in this document. Prices quoted must include all costs, obligations, and liabilities necessary for proper performance of the contract. Any errors, omissions, or miscalculations in pricing are for the bidder's sole account and risk. Bidder remains bound by its bid for the validity period stated in the bid documentation. SADPMR reserves the right to negotiate pricing during the contract period where goods or services become available at more competitive market-related prices; if the contracted supplier cannot match such pricing, SADPMR may procure outside the contract. No bond, guarantee, or insurance requirements are stated. Contract continuation is subject to availability of funds; SADPMR may suspend or terminate upon written notice if funding becomes unavailable.

Mandatory compliance requirements:

• Tax compliance: No award to a bidder that is not tax compliant (SARS tax clearance/pin). Award may be withdrawn or contract terminated if bidder was non-compliant at award, submitted fraudulent tax information, or becomes non-compliant during contract.
• Not listed on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers.
• No fronting practices: SADPMR may investigate and require evidence to refute fronting allegations; failure may lead to disqualification, contract termination, reporting, and restriction from state business.
• No conflicts of interest, collusive tendering, anti-competitive conduct, corruption, fraud, or related convictions.
• Full and accurate disclosure of all material information; material misrepresentation leads to disqualification, termination, and damages.
• Compliance with all applicable laws, regulations, codes, and industry standards.
• Confidentiality: All bid information must be treated as confidential; no disclosure without SADPMR's prior written consent.
• Bidder must declare no access to SADPMR proprietary information that could unfairly advantage it.
• CSD registration and CIPC registration are implied by standard SA government procurement practice but not explicitly stated in this document.
• B-BBEE level and local content requirements are not stated in this document.
• CIDB grading not applicable (non-construction).
• Professional body registrations not stated.

Returnable forms (compress to one line each): SBD 1 (Invitation to Bid) — signed offer cover page; SBD 4 (Declaration of Interest) — discloses state employment/connection of directors/shareholders; SBD 6.1 (Preference Points Claim) — claims B-BBEE points under PPPFA; SBD 8 (Past SCM Practices) — declares past supply chain conduct; SBD 9 (Certificate of Independent Bid Determination) — certifies independent pricing, no collusion; Authority to Sign / Board Resolution — authorises named signatory to bind the bidder.

Indemnity: Bidder indemnifies and holds SADPMR harmless against losses, damages, claims, costs, or expenses arising from breach of bid conditions, including investigations, re-evaluation, confidentiality breaches, or IP infringement.

Precedence: This document takes precedence over any oral communication or information from briefing sessions. Amendments only valid if issued in writing by SADPMR.

Limitation of liability: Participation is at bidder's own risk and cost; SADPMR not liable for any loss, damage, expense, or claim arising from participation.

Tax compliance: No award to non-tax-compliant bidder; award may be withdrawn or contract terminated for non-compliance or fraudulent tax information.

Tender defaulters: No award to bidders on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers; award may be withdrawn or contract terminated if bidder placed on such lists.

Governing law: South African law; jurisdiction of South African courts.

Sub-contractors: Bidder remains fully responsible for acts, omissions, and performance of employees, agents, representatives, and approved sub-contractors; appointment does not relieve bidder of obligations.

Confidentiality: All bid information is confidential; no disclosure, reproduction, distribution, or publication without SADPMR's prior written consent unless required by law. Bid documents remain SADPMR property and must be returned on request. Bidder must protect confidential information against unauthorised access and declare no unfair advantage from proprietary information.

Availability of funds: Contract continuation subject to fund availability; SADPMR may suspend or terminate on written notice; contractor entitled to payment for services rendered up to effective date of suspension/termination.

Disqualification: SADPMR may disqualify any bid where mandatory documents are missing, mandatory requirements not met, information is false/misleading/fraudulent, confidential information obtained improperly, or conduct compromises fairness/transparency. Disqualification without prejudice to other rights including damages, cancellation, termination, and reporting to authorities.

Fronting: SADPMR supports B-BBEE and condemns fronting; may investigate and require evidence to refute findings; failure may result in disqualification, termination, reporting, and restriction from state business.

Conflict of interest, corruption, fraud: Disqualification for collusive tendering, seeking unlawful assistance, offering/accepting inducements, providing false information, corrupt/unethical conduct in public procurement, or convictions for fraud/corruption/forgery.

Misrepresentation: Material misrepresentation may result in disqualification, termination, damages, and other legal remedies. Signed Service Level Agreement prevails over bidder's proposal in case of inconsistency.

Preparation costs: All bid preparation, submission, presentation, demonstration, clarification, and negotiation costs borne solely by bidder; SADPMR not liable for any expenses, losses, damages, or costs.

Bidder undertakings: Provide goods/services per specifications; remain bound for validity period; confirm correctness/completeness of bid and that prices include all costs; accept full responsibility for contract execution; prepared to make presentations/demonstrations/clarifications if requested.

Bidder declarations: Act honestly, fairly, transparently, with due skill/care/diligence; maintain necessary resources/personnel/systems/expertise; avoid and disclose conflicts of interest; comply with laws/regulations/standards; make full accurate disclosure; refrain from fraudulent/unethical conduct; promote SADPMR interests and good governance; protect SADPMR information and not disclose without consent.

Rights reserved by SADPMR: Cancel/suspend/withdraw/terminate bid process at any stage; negotiate with preferred bidders on any aspect including pricing without offering same to others; accept bid in whole or part; award to one or more bidders; award to not lowest/highest scoring bidder if compliant with legislation; negotiate pricing during contract period; conduct site inspections/due diligence/product evaluations/reference checks; request additional information; correct errors/omissions; amend specifications/conditions/validity/closing dates; conduct background checks (financial, legal, regulatory, criminal, reference, FICA) on bidder and key personnel; no canvassing or influencing of SADPMR employees/officials.

SADPMR reserves the right to conduct site inspections, due diligence investigations, product evaluations, explanatory meetings, reference checks, or verification exercises at the bidder's premises, client sites, or any other location deemed necessary, either before or after adjudication. SADPMR may request additional information, agreements, supporting documents, or clarifications to verify submitted information. SADPMR may correct errors, omissions, ambiguities, or inconsistencies in bid documents or process at any stage.