Supply, installation, and maintenance of x-ray machines and walk-through metal detectors for c-brta

Closing date: 18 June 2026 at 11h00. Non-compulsory briefing session was held on 2 June 2025 from 11h00 to 12h00 via Microsoft Teams. Bid validity period: 60 working days from the official closing date.

Enquiries and submissions: Email [email protected]. Submission address: Cross-Border Road Transport Agency, 350 Witch-Hazel Street, Eco Point Office Park, Block A, Eco Park, Centurion, Gauteng.

Submit bids by the closing date and time (18 June 2026 at 11h00) via email to [email protected]. Late submissions will not be accepted. Bids must be submitted on the official forms provided (do not re-type). Required documents: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure Form), SBD 6.1 (Preference Points Claim Form), proof of CSD registration, tax compliance status (TCS PIN or CSD number), and valid PSIRA registration. Failure to submit any mandatory document will result in immediate disqualification. Bidders may correct tax non-compliance within 7 days of notification; failure to do so will lead to disqualification. Non-submission of the pricing schedule will disqualify the bid. A non-compulsory briefing session was held via Microsoft Teams on 2 June 2025 from 11h00 to 12h00.

Scope: Supply, deliver, install, test, commission, and maintain one new X-ray machine and one new walk-through metal detector, including maintenance of existing equipment (2 SE3307 Multizone walk-through metal detectors and 2 Hikvision ISD-SC5030S-2CVL X-ray machines) for 27 months (ending 30 September 2028). Location: C-BRTA, Eco Point Office Park, Centurion. Key deliverables: Training for 10 operators, quarterly preventative maintenance, and corrective maintenance. X-ray machine specs: Indoor installation at main entrance basement stairs, suitable for small/medium objects (briefcases, backpacks), latest technology, dimensions ~1483x730x1060mm, tunnel size 500x300mm, permeation force >27mm steel, line resolution >AWG 38, space resolution >1.0mm, automatic threat alert, image archiving >20,000 images/30 days, 300mm conveyors, reversible direction, >17” monitor. Walk-through metal detector specs: Indoor installation, free-standing frame with integral control, detects ferrous/non-ferrous metals, tamper-proof, 33-zone pinpoint, power-saving mode, programmable, precise pinpointing, independent zone lights, no weak/dead areas, sensitivity 1-200, dimensions ~2200x900x580mm (overall), ~2000x760x580mm (interior). Compliance: Must comply with OHS Act (1993), Hazardous Substances Act (X-ray licence required), Department of Health registration, and ISO 1600/33 DIN film safety. Testing: 1-week post-installation test required. Certificates: Compliance/completion certificate required after installation. Maintenance: Quarterly preventative maintenance (10 services) includes inspections, checks, cleaning, software updates, and service reports. Corrective maintenance: Response time within 4 hours for emergencies; R40,000 allocated for unspecified repairs. Training: Operators and Facilities Manager must be trained in equipment operation and radiation protection.

Methodology and approach (50 points total): Method statement (20 points) must explain how services will be delivered, including installation schedule/timeframe and maintenance plan. Licence and registration proof (10 points) must demonstrate capability to supply specified equipment. Equipment specifications (20 points): X-ray machine (10 points for all criteria: permeation force >27mm, line resolution >AWG 38, space resolution >1.0mm, automatic threat alert); Walk-through metal detector (10 points for all criteria: 33-zone pinpoint, independent zone lights, sensitivity 1-200).

Past performance and experience (50 points): Reference letters (3+ = 25 points, 2 = 15 points, 1 = 5 points, none/irrelevant = 0). Years of experience (5+ years = 25 points, 3-4 years = 15 points, 1-2 years = 5 points, <1 year = 0). Reference letters must be signed, dated, on client letterhead, and for projects of similar scope completed in the last 6 years. Purchase orders or appointment letters are not accepted. C-BRTA reserves the right to contact references.

Post-installation testing: 1-week full test required to verify satisfactory operation. Certificate of compliance/completion must be submitted after installation, testing, and commissioning. Equipment must comply with OHS Act (1993), Hazardous Substances Act, and Department of Health registration. X-ray machines must meet ISO 1600/33 DIN film safety standards. Quarterly preventative maintenance must include manufacturer-recommended tasks (inspections, checks, cleaning, software updates) and service reports.

Pricing must include: (A) Supply, delivery, installation, testing, and commissioning of new X-ray machine; (B) Supply, delivery, installation, testing, and commissioning of new walk-through metal detector; (C) Training for 10 operators; (D) 10 quarterly preventative maintenance services; (E) Corrective maintenance (R40,000 for unspecified repairs). All prices must be inclusive of VAT. Total price must be clearly stated. Pricing aligns with the 80/20 evaluation system.

Pricing schedule must include: (A) Supply, delivery, installation, testing, and commissioning of new X-ray machine; (B) Supply, delivery, installation, testing, and commissioning of new walk-through metal detector; (C) Training for 10 operators; (D) 10 quarterly preventative maintenance services; (E) Corrective maintenance (R40,000 for unspecified repairs). Total price must be inclusive of VAT. Payment terms and bonds are not specified. Pricing must align with the 80/20 evaluation system.

Mandatory: Valid PSIRA registration. Administrative: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim), CSD registration, tax compliance (TCS PIN or CSD number). For consortia/joint ventures, each party must submit separate TCS/CSD proof. Foreign bidders: Must declare residency, branch, or permanent establishment in RSA; if none, no SARS TCS PIN required. B-BBEE: Submit B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points. Specific goals: B-BBEE Level 1-4 (10 points), Women-owned (5 points), Disabled-owned (5 points). Non-compliance with any mandatory or administrative requirement results in disqualification. Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Installation and operation must comply with the Occupational Health and Safety Act (1993). X-ray machines require a licence under the Hazardous Substances Act. Equipment must be registered and licensed with the South African Department of Health. All safety, mechanical, and operational mechanisms must be checked during quarterly maintenance. Emergency corrective maintenance response time: 4 hours. Radiation protection training is mandatory for operators and Facilities Manager.

Contract duration: 27 months. The successful bidder must provide a maintenance schedule and service reports. Corrective maintenance response time: 4 hours for emergencies. The bidder must certify that all information is true and correct. Fraudulent claims or non-fulfilment of conditions may result in disqualification, cost recovery, contract cancellation, or restriction from public sector business for up to 10 years. The organ of state reserves the right to verify claims and request additional documentation.

Evaluation uses the 80/20 Preferential Procurement Regulations (2022) system. Phases: 1) Mandatory Compliance: PSIRA registration required. 2) Administrative Compliance: SBD 1, SBD 4, SBD 6.1, CSD proof, and tax compliance required. 3) Functional Evaluation (100 points, threshold 60): Past performance (50 points) based on reference letters and years of experience; Methodology (50 points) based on method statement, licence proof, and equipment specs. 4) Price (80 points) and Specific Goals (20 points): B-BBEE Level 1-4 (10 points), Women-owned (5 points), Disabled-owned (5 points). Bids scoring below 60 in functionality are excluded.