Maintenance and restoration of the access road at SENTECH boesmanskop site

Appointment of a service provider for the maintenance and restoration of the access road at the Sentech Boesmanskop Site.

• Closing date: 18 November 2026 at 12:00
• Compulsory site briefing: 10 November 2026 at 11:00
• Venue: Sentech Boesmanskop Site, coordinates 30°00'80.56" S; 27°21'47.22" E

Enquiries and submission

• Contact: Noluthando Nkata
• Role: Administrator
• Email: [email protected]
• Telephone: 083 642 2332

Submission method: email to [email protected]

Submission

• Method: email
• Submission email: [email protected]
• Contact: Noluthando Nkata (Administrator), telephone 083 642 2332
• Quotations must be on company letterhead, fully completed and signed in black ink.
• Quotations must be received on or before 18 November 2026 at 12:00.
• The offered total price (inclusive of VAT) and pricing schedule must be completed in the Form of Offer and Acceptance.

Returnable documents (all must be completed and signed):

• Form of Offer and Acceptance: signed offer covering the total price and pricing schedule.
• Schedule of Deviations (if any): records any deviations/amendments to the RFQ documents.
• Proof of CIDB registration (valid certificate with CRS number).
• Valid COIDA Letter of Good Standing.
• Valid B-BBEE certificate (for preference points).

Disqualification risks:

• Failure to meet any mandatory evaluation criterion.
• Quotation received after closing date and time.
• Quotation not on company letterhead or not signed in black ink.

Evaluation is in three stages:

1. Stage 1 – Administrative Responsiveness: all requirements in the RFQ Data must be met.
2. Stage 2 – Functional Evaluation: only bidders meeting all mandatory criteria and achieving the minimum qualifying functional score proceed.
3. Stage 3 – Price and Preference: lowest acceptable price scores highest on price points; valid B-BBEE certificate required to claim preference points under the 80/20 system. Bidders are awarded to the highest total points unless there are compelling reasons not to.

Mandatory criteria (must all be met, else no further evaluation):

• CIDB grading 2CE or higher, with a valid certificate showing the CRS number.
• Valid Letter of Good Standing for COIDA, issued by the Department of Employment & Labour’s Compensation Commissioner, FEM, or RMA; nature of business must align with the scope.

Functional criteria (maximum 60 points):

• Completed projects involving road repairs:
• More than 6 similar projects: 60 points
• 5–6 similar projects: 40 points
• 3–4 similar projects: 20 points
• 1–2 similar projects: 10 points
• No relevant information: 0 points
• Proof: reference letters on client’s letterhead or completion certificates. If unavailable, an affidavit stating reasons, including project name, description, client's name and contact details, must be provided.
• Minimum qualifying functional score: 40 points.

Preference points (80/20 system) – up to 20 points:

• Race (historical disadvantage, black ownership):
• At least 51%: 8 points
• 25.1% – 50%: 3 points
• 5% – 25%: 1 point
• Below 5%: 0 points
• Gender (women ownership):
• At least 51%: 10 points
• 25.1% – 50%: 6 points
• 5% – 25%: 2 points
• Less than 5%: 0 points
• Disability: 2 points, evidence via doctor's note, Department of Labour confirmation, BEE certificate or equivalent.

Price points (maximum 80) calculated per the PPPFA formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Scope of work: Maintenance and restoration of the access road at the Sentech Boesmanskop Site.

• The work involves road repairs and restoration.
• Site location: Sentech Boesmanskop Site, coordinates 30°00'80.56" S; 27°21'47.22" E.
• The service provider must be registered on the Sentech Supplier Database.

Company experience in road repairs is assessed for up to 60 functional points. More than 6 similar projects score 60, 5–6 score 40, 3–4 score 20, 1–2 score 10, and none score 0. Provide reference letters on client’s letterhead or completion certificates; if unavailable, provide an affidavit with project name, description, client’s name and contact details.

Pricing:

• All prices quoted in South African Rand (ZAR).
• No price adjustments will be made without written approval from Sentech; applications must be supported by documentary evidence.
• Sentech may negotiate market-related prices and discounts; if agreement fails, the bid may be cancelled.
• Bidders bear all currency fluctuation risk; exchange rate, if any, remains fixed.

Form of Offer and Acceptance:

• The offered total (inclusive of VAT) must be stated in words and figures.
• Offered prices must be as per the pricing schedule.
• Within two days of receiving a completed contract copy, the service provider must arrange delivery of any securities, bonds, guarantees, and proof of insurance as required by the conditions of contract.

Mandatory compliance:

• Registration on the Sentech Supplier Database.
• Tax compliance (bidders must ensure they are tax compliant).
• Valid CIDB certificate with grading 2CE or higher (with CRS number).
• Valid COIDA Letter of Good Standing, from the Department of Employment & Labour’s Compensation Commissioner, FEM, or RMA, with business nature aligned to the scope.

Other requirements:

• Quotation on company letterhead.
• Quotation signed in black ink.
• Valid B-BBEE certificate to claim preference points under the 80/20 system.
• Confidentiality: The RFQ terms and Sentech’s confidential information must not be disclosed without written authorisation.

After receiving a completed contract copy, the service provider must, within two days, contact the employer’s agent to arrange delivery of required securities, bonds, guarantees, insurance proof and other documents. Failure to comply constitutes repudiation of the agreement. The contract comes into effect only when the service provider receives one fully completed original copy of the agreement, including the Schedule of Deviations if any.

See main evaluation criteria. The bidder must respond to all evaluation criteria and include supporting documentation. Failure to meet criteria will stop further evaluation.

The tender is for the maintenance and restoration of the access road at the Sentech Boesmanskop site O50, located in the Free State. The road is a 4.1 km tarred road requiring pothole repairs, edge break repairs, removal and poisoning of grass, and slurry seal application. GPS coordinates: 30 00 80 56 S; 27 21 47 22 E.

Closing date: 18 November 2026 at 10:00 (as per tender record).

No briefing session or site visit is mentioned in the document.

No contact names, emails, or telephone numbers are provided in the document.

Submission address: Sentech SCM (exact address not stated).

Quotations must be submitted to Sentech SCM by the closing deadline; late submissions are automatically disqualified.

Returnable forms and documents:

• Completed pricing schedule (priced per the table provided, with VAT added).
• Detailed execution schedule in bar chart format, showing key milestones.
• Health and safety file (submitted within 3 days of appointment, not with the quotation).
• Valid construction/project public liability insurance.
• Health and safety compliance undertaking signed by the CEO/MD.
• Valid medical certificates of fitness for all assigned employees.
• COID/FEM registration for injury on duty cases.
• SABS approval certificates for all materials.

Submission method: to be forwarded to SCM at Sentech on the deadline simultaneously.

Evaluation will include quality assurance inspections at key milestones and at any stage of the contract.

Milestones for inspection:

• Milestone 1: when surface preparation is completed.
• Milestone 2: quality inspection must be conducted before slurry seal application; a sample or demonstration is compulsory, done in the presence of a Sentech representative.
• Milestone 3: quality inspection after the final coat of resurfacing and pothole repairs.

Any poor workmanship that does not meet Sentech standards must be rectified by the contractor.

No scoring split, preference point system, or minimum qualifying score is stated in the document.

Sentech Boesmanskop site O50 access road requires maintenance and restoration.

Location: Boesmanskop Sentech site O50, Northern Region, Free State.

GPS Coordinates: 30 00 80 56 S; 27 21 47 22 E.

Road details: 4.1 km long, 3.5 m wide, tarred road.

Scope of work includes:

• Site establishment: road assessment, temporary facilities, utilities, site clearance, safety measures.
• Sawing asphalt (not exceeding 50 mm) on areas affected by growing grass.
• Removal of grass including roots, and poisoning of the area to prevent regrowth.
• Patching potholes as per TRH3 2007, Section 6 (Design and construction of surfacing seals).
• Repairing edge breaks.
• Supply and application of slurry seal per TRH3 2007, Section 7; fine slurry seal with 3 mm to 6 mm thickness when dry.

Slurry seal materials: aggregates (2 mm to 4.7 mm with crusher dust, per Table 8-5 and 8-6 of TRH3), fillers (Portland Cement or similar), water (as a guide, 160 L per cubic metre of dry aggregate), and emulsion (base bitumen quick setting cationic or modified cationic).

Batch mixing: can be done in a concrete mixer (tilt or non-tilt) or wheelbarrow for small quantities; for thick layers (>3 mm), mechanical equipment and spreader boxes are used. Mixing sequence: aggregate first, then filler, then water, then emulsion.

Standards: work must comply with South African Bureau of Standards (SABS 548: 1972, SABS 309: 1972), SABITA manual, and TRH3 2007.

Execution schedule: bidders must provide a detailed bar chart schedule with activity descriptions, durations, and key milestone dates.

Surface preparation: use guidelines from South African Road Agencies (TRH3 2007) Section 6 (page 67), and recommended equipment from Figure 11-1 to 11-10 and Section 11.4.1 for labour-intensive surfacing.

Quality assurance inspections will be carried out at all key dates and milestones established at the site handover meeting.

Inspections may be conducted by the Infrastructure Services Manager or a Sentech trade-tested construction artisan at any stage or time of the contract.

Execution programme:

• Timeous completion is of utmost importance.
• Bidders must provide a detailed execution schedule with their quotation, in bar chart format.
• The schedule must show: site name, activity description, activity duration, and dates for key milestones.

Key milestones:

• Milestone 1: completion of surface preparation.
• Milestone 2: quality inspection before slurry seal commences; sample or demonstration compulsory and must be done in presence of Sentech representative.
• Milestone 3: quality inspection after final coat of resurfacing and pothole repairs.

Poor workmanship must be rectified by the contractor.

Pricing must be submitted using the provided pricing schedule table, with the following items (quantity 1 each):

1. Removal of growing grass and poisoning
2. Sawing and patching with premix asphalt on affected areas
3. Pothole repairs
4. Edge break repairs
5. Slurry seal application
6. Site establishment
7. Preliminary and general
8. Contingency at 10%

Subtotal, VAT at 15%, and grand total must be shown.

No bid security, bonds, guarantees, retention, or payment terms are stated.

Mandatory compliance items:

• Valid construction/project public liability insurance.
• COID/FEM registration for injury on duty cases.
• Medical certificates of fitness for all employees assigned (issued by Occupational Medical Practitioner).
• Health and safety compliance undertaking signed by CEO/MD.
• No sub-contracting of work.
• All materials must be SABS approved.
• One-year warranty on material and workmanship.
• Health and safety file to be submitted to Sentech OHS Specialist within 3 days of appointment.

No CSD registration, tax clearance, B-BBEE level, CIDB grading, or CIPC requirements are stated in the document.

Health and safety requirements:

• The appointed service provider must compile a health and safety file in line with Sentech requirements, submitted to the Sentech OHS Specialist within 3 days of appointment.
• Valid certificate of medical fitness for all employees assigned to the project, issued by an Occupational Medical Practitioner.
• Detailed safe working methodology on undertaking the assigned task.
• Valid construction/project public liability insurance.
• Company health and safety compliance undertaking signed by the CEO/MD.
• COID/FEM registration for injury on duty cases.

Communication protocol:

• Site handover meeting: official handover of the site to the contractor; first meeting for all relevant parties.
• Progress meetings: intervals decided at site handover meeting; Infrastructure Services Manager may carry out additional intermediate site inspections.
• Problem reporting: any problem during the contract must be reported immediately to the Infrastructure Services Manager; if unavailable, to the Operations Manager.

Special conditions as listed, including the contract duration of not more than 30 working days, one-year warranty on material and workmanship, and the requirement that quotations be submitted to SCM by the deadline simultaneously. The contractor is responsible for own food, water, portable toilet, power, and all materials must be SABS approved.

Special conditions include: staying on site in tents (to be verified with OC Manager and Security Division), contractor provides own food, water, portable toilet (from first day), and power; no sub-contracting; all materials SABS approved; remove all rubble and waste off site; no chemical spillage; Sentech not liable for bad weather; duration not more than 30 working days; initial and final handover attended by site supervisor/manager/business owner; one-year warranty on material and workmanship; no fires on site; working hours to be confirmed by Operations Manager JHB; provision for Sentech vehicles and personnel for emergency work; quotations must be submitted to SCM simultaneously by deadline, otherwise automatic disqualification.

Quality assurance inspections will be carried out at key dates and milestones. A sample or demonstration of slurry seal application is compulsory before proceeding, and must be done in the presence of a Sentech representative. Final quality inspection after the final coat of resurfacing and pothole repairs.

The supplier must complete and sign the Sentech Supplier Consent Form. The form grants Sentech permission to process personal information for evaluating the RFP submission, including verification and background checks. The authorised representative signing the form must be duly authorised to bind the supplier. Withdrawal of consent may result in the RFP not being processed or removal from Sentech's supplier database.