Turnkey filtration system assessment & implementation – nzg pretoria tender

1. Introduction and background

The South African National Biodiversity Institute (SANBI) contributes to South Africa’s sustainable

development by facilitating access to biodiversity data, generating information and knowledge,

building capacity, providing policy advice, and showcasing and conserving biodiversity in its

national botanical and zoological gardens.

SANBI requires a turnkey Service Provider to assess the existing filtration system located at the

Stormy bay enclosure, provide a feasibility/design solution, and implement either repairs or a new

turnkey filtration/water treatment system at the National Zoological Garden (NZG), Pretoria. The

existing filtration system was installed and handed over in 2010.

2. Open tender

Tenders are hereby invited for the appointment a turnkey service provider to assess the existing

filtration system, provide a feasibility/design solution, and implement either repairs or a new turnkey

filtration/water treatment system at the National Zoological Garden (NZG), Pretoria.

The tender process will be co-ordinated by SANBI’s Supply Chain Management (SCM) department,

contactable at the following address:

Deputy Director: Supply Chain Management

The South African National Biodiversity Institute (SANBI)

Private Bag X101

Silverton

0184

The tender closes on 26 June 2026 at 11:00

3. Briefing session and site inspection

The compulsory briefing session will be conducted at the time and date given as follows:

Date: 09 June 2026

Time: 11:00

Link: https://teams.microsoft.com/meet/357823925282201?p=dnW2032GDIfB6NtC97

Bidders are encouraged to direct all technical and bidding procedure enquiries to the email address

below. Responses will be communicated via email to all eligible bidders who attended the

compulsory briefing session and site inspection.

Department: Supply Chain Management

Email: [email protected] and [email protected]

Cut-off date for enquiries: 17 June 2026 at 11:00

The purpose of this tender is to procure a turnkey service provider to assess the existing filtration

system, provide a feasibility/design solution, and implement either repairs or a new turnkey

filtration/water treatment system at the National Zoological Garden (NZG), Pretoria. The scope of

works is as follows:

Conditional assessment

• Conduct a comprehensive assessment of the existing filtration system.
• Evaluate operational efficiency, structural integrity, compliance with relevant standards, and

suitability for current and future needs.

• Provide a detailed report with findings, risks, deficiencies, and recommendations.

Component identification

• Identify system components that require repair, refurbishment, upgrade, or replacement.
• Provide justification for each recommended intervention.

Design and optimisation

• Develop a detailed engineering design for improving and optimising the existing filtration

system, or propose a new filtration system if required.

• Ensure the design complies with all applicable standards, environmental requirements, and

operational needs of the NZG.

• Include process flow diagrams, specifications, capacity calculations, and system layout.

Bill of Quantities (BOQ) and pricing

• Prepare a complete and itemised Bill of Quantities for all required works.
• Provide a detailed pricing schedule, including supply, installation, commissioning, and any

optional items.

Implementation and installation

• Fully implement the approved design solution.
• Supply all required equipment, materials, and components.
• Perform construction, repairs, installation, integration, and commissioning.
• Ensure minimal disruption to NZG operations and animal safety.

Handover documentation

• Provide complete as-built drawings reflecting the final installed system.
• Supply all relevant operation and maintenance manuals, warranties, and compliance

certificates.

Maintenance and support

• Provide a comprehensive 5-year maintenance plan for the filtration system.
• Conduct routine inspections, servicing, repairs, and performance optimisation during the

maintenance period.

• Ensure rapid response to system failures or operational issues.

Stage 1 - inception

Standard Services:

• Facilitate the development of a clear project brief for the investigation of a fresh water

supply.

• Establish the SANBI's Procurement Policy for the project.
• Manage the integration of the preliminary design to form the basis for the initial viability

assessment of the project.

• Prepare, co-ordinate and monitor a Project Initiation Programme.
• Facilitate the preparation of the Preliminary Viability Assessment of the project.
• Facilitate SANBI`s approval of all Stage 1 documentation.

Stage 2 - concept and viability

Standard Services:

• Manage and integrate the concept and feasibility documentation for presentation to SANBI

for approval.

• Facilitate SANBI`s approval of all Stage 2 documentation.

Stage 3 - design development

Standard Services:

• Facilitate SANBI`s approval of all Stage 3 documentation.

Stage 4 - documentation and procurement

Standard Services:

• Select, recommend, and agree on the Procurement Strategy for contractors, subcontractors

and suppliers with SANBI and the consultants.

• Prepare and agree on the Project Procurement Programme.
• Co-ordinate and monitor the preparation of the tender documentation by the consultants in

accordance with the Project Procurement Programme.

• Facilitate and monitor the preparation of the Health and Safety Specification by the Health

and Safety Consultant for the project.

• Manage the tender process in accordance with agreed procedures, including calling for

tenders, adjudication of tenders, and recommendation of appropriate contractors for approval

by SANBI.

• Advise SANBI, in conjunction with other consultants, on the appropriate insurances required

for the implementation of the project.

• Monitor the reconciliation by the cost consultants of the tender prices with the project budget.
• Agree on the format and procedures for monitoring and control by the cost consultants of the

cost of the works.

• Facilitate SANBI`s approval of the tender recommendations.

Stage 5 - construction

Standard Services:

• Appoint contractor(s) on behalf of SANBI including the finalisation of all agreements.

• Instruct the contractor, on behalf of SANBI, to appoint subcontractors.
• Receive, co-ordinate, review and obtain approval of all contract documentation provided by

the contractor, subcontractors, and suppliers for compliance with all of the contract

requirements.

• Monitor the ongoing projects’ insurance requirements.
• Facilitate the handover of the site to the contractor.
• Establish and co-ordinate the formal and informal communication structure and procedures

for the construction process.

• Regularly conduct and record the necessary site meetings.
• Monitor, review and approve the preparation of the Contract Programme by the contractor.
• Regularly monitor the performance of the contractor against the Contract Programme.
• Review and adjudicate circumstances and entitlements that may arise from any changes

required to the Contract Programme.

• Monitor the preparation of the contractor's Health and Safety Plan and approval thereof by

the Health and Safety Consultant.

• Monitor the auditing of the contractors' Health and Safety Plan by the Health and Safety

Consultant.

• Monitor the compliance by the contractors of the requirements of the Health and Safety

Consultant.

• Monitor the production of the Health and Safety file by the Health and Safety Consultant

and contractors.

• Monitor the preparation of the Environmental Management Plan by the Environmental

Consultants.

• Establish the construction information distribution procedures.
• Agree and monitor the Construction Documentation Schedule for timeous delivery of

required information to the contractors.

• Expedite, review, and monitor the timeous issue of construction information to the

contractors.

• Manage the review and approval of all necessary shop details and product propriety

information by the design consultants.

• Establish procedures for monitoring, controlling, and agreeing to all scope and cost

variations.

• Agree on the quality assurance procedures and monitor the implementation thereof by the

consultants and contractors.

• Monitor, review, approve and certify monthly progress payments.
• Receive, review, and adjudicate any contractual claims.
• Monitor the preparation of monthly cost reports by the cost consultants.
• Monitor long lead items and off-site production by the contractors and suppliers.
• Prepare monthly project reports including submissions to SANBI.
• Manage, co-ordinate and monitor all necessary testing and commissioning by consultants

and contractors.

• Co-ordinate, monitor and issue the practical completion lists and the Certificate of Practical

Completion.

• Co-ordinate and monitor the preparation and issue of the works completion list by the

consultants to the contractors.

• Monitor the execution by the contractors of the defect items to achieve works completion.
• Facilitate and co-ordinate adequate access with the occupant for the rectification of defects

by the contractors.

Stage 6 – close-out

Standard Services:

• Issue the Works Completion Certificate.
• Manage, co-ordinate and expedite the preparation by the design consultants of all as-built

drawings and design documentation.

• Manage and expedite the procurement of all operating and maintenance manuals as well

as all warrantees and guarantees.

• Manage and expedite the procurement of all statutory compliance certificates and

documentation.

• Manage the finalisation of the Health and Safety file for submission to SANBI.
• Co-ordinate, monitor and manage the rectification of defects during the defects liability

period.

• Manage, co-ordinate and expedite the preparation and agreement of the final account by

the cost consultants with the relevant contractors.

• Co-ordinate, monitor and issue the final completion defects list and Certificate of Final

Completion.

• Prepare and present the Project Close-out Report.

The Principal Agent will be responsible for supplying and managing the proposed multidisciplinary

team that is required in respect of the appointment. The professional services that will typically be

required on the project include, but are not limited to:

• Engineering (Mechanical)

o All standard services as described in stages 1 to 6 in clause 3.2.6 (inclusive) of Board

Notice : Guideline Scope of Services and Tariff of Fees for Persons

Registered in terms of the Engineering Professional Act, 2000 (Act No. ), as

amended or amplified upon in the project brief.

• Engineering (Electrical)

o All standard services as described in stages 1 to 6 in clause 3.2.6 (inclusive) of Board

Notice : Guideline Scope of Services and Tariff of Fees for Persons

Registered in terms of the Engineering Professional Act, 2000 (Act No. ), as

amended or amplified upon in the project brief.

• Quantity Surveying

o All standard services for building work contracts with bills of quantities as described in

stages 1 to 6 in clause 10.6 of Board Notice : Amended guideline professional

fees set out in the 2010 Tariff of Professional Fees determined by the South African

Council for Quantity Surveying Profession in terms of the Quantity Surveying Profession

Act, 2000 (Act No. ) and as published by the South African Council for Quantity

Surveying Profession as amended or amplified upon in the project brief.

• Occupational Health & Safety

o All standard services as described in stages 1 to 6 in clause 3.2 (inclusive) of Board

Notice : Guideline Scope of Services and Tariff of Fees for Construction

Health & Safety Professionals Registered in terms of the Project and Construction

Management Professions Act, 2000 (Act No. ), as amended or amplified upon

in the project brief.

The broad scope of services required shall be in accordance with the relevant Professional Board

Notices, in addition to the above, providing the guideline scope of services and tariff fees for persons

registered in terms of the relevant Act. Services are to be implemented in accordance with the

prescribed stages described under the relevant Professional Board Notices and Professional Fees

Guidelines.

Additional services may be required as described in the appropriate Professional Board Notices. The

Service Provider is required to provide all aspects of the services with reasonable professional care,

diligence, and skill in accordance with generally accepted professional techniques and standards,

and ensure that all legal requirements are met, and that all legal processes are adhered to.

Gated reviews will take place at each stage of the project and will be informed by availability of

budget to proceed to the next stage. If there is any conflict between the specific requirements and

the relevant guideline scope of services document referred to above, the specific requirements shall

take precedence.

It should be noted that while SANBI has every intention of completing the full scope of work making

full use of the budget provision for infrastructure works, SANBI’s budget is subject to periodic review.

Should it become necessary to vary the scope of work or even suspend or terminate the contract

with the successful Service Provider, such variation, suspension, or termination shall be dealt with

in accordance with the provisions of the Standard Professional Services Contract.

5. Site Information

National Zoological Garden in Pretoria. 232 Boom Street, Pretoria.

Figure 1: Aerial photo of the National Zoological Garden in Pretoria.

6. Pricing Guidelines

The appointment will be based on a lump sum fee, as set out in the professional fee guidelines

issued in terms of the Engineering Profession Act and Construction Health & Safety

Professionals in terms of the Project & Construction Management Professions Act, 2000 (Act No. ) as well as any other relevant professional fee guidelines that may be applicable.

Bidders are required to indicate a ceiling price based on the total estimated time for completion of all

phases, including all expenses (travel expenses, accommodation, subsistence, printing etc.),

inclusive of all applicable taxes (value-added tax, pay as you earn, income tax, unemployment

insurance fund contributions, skills development levies etc.) for the project. The contract amount /

appointment value will be capped at the bid amount. The appointed Service Provider will be required

to manage their time and costs within the allocated budget.

Deliverables Amount

Stage 1 - Inception

Stage 2 - Concept and viability

Stage 3 – Design development

Stage 4 – Documentation and procurement

Stage 5 – Construction

Stage 6 – Close out

5-year maintenance plan

Maintenance: Year 1

Maintenance: Year 2

Maintenance: Year 3

Maintenance: Year 4

Maintenance: Year 5

Total (excl. VAT)

Total (incl. VAT

Multiple resources may be proposed for the same service to distribute workloads. Resources may

originate from one company or multiple companies but must be consolidated under one bidding

entity.

The Lead Consultant will be required to supply and manage the involvement of all resources required

in the completion of the abovementioned scope of works. It is anticipated that the following key

resources will be required, as a minimum. Please complete this table with relevant information.

Services Required

Lead Consultant (Professional Mechanical Engineer)

Professional Electrical Engineer

Professional Quantity Surveyor

Professional Occupational Health & Safety Agent

The bidding entity will act as the Principal Agent and will be responsible for entering into any

contractual arrangements with the professional team members and specialists required by the scope

of works for the duration of the appointment.

Should it become necessary to replace any of the key personnel at the time of tender or during this

contract, they may only be replaced by individuals with similar or better qualifications and experience,

who satisfy the minimum requirements and only with the approval of SANBI.

The Bidder is required to provide all aspects of the services in the table above with the resources

proposed in their tender submission.

7. Requirements for Proposals

7.1. Mandatory Requirements

Each submission must include/comply with the following (failure to comply will result in the

tender being disqualified ):

• A copy of the CSD registration report or registration number.
• Fully completed and signed SBD forms.
• A letter of Good Standing from the office of the Compensation Commissioner as required

by the Compensation for Occupational Injuries and Diseases Act (COIDA), if applicable.

The letter should be issued by the Department of Labour.

• Signed certificate of attendance from the compulsory briefing session in the name of the

bidding entity.

• Proposed fee/cost structure as per the pricing guidelines (section 6).
• Tenderers should have a CIBD grading of 4ME or higher.
• Equipment ownership (indicate if it will be rented, accompanied by a letter of intent from a

reputable plan hire)

• In case of a joint venture / consortium, each member to submit tax compliance status and

Csd

7.2. Other Documents Required

Each tender document should also include the documentation as indicated below. Failure to submit

these documents will not result in disqualification, however, the information contained in them is

required for evaluation purposes and failure to include these documents will be considered nonresponsive.

• Details of the bidder, including the bidding entity’s profile that outlines relevant skills,

experience, and track record in support of the required competencies, as well as the mission

statement and policies of the bidding entity. This must include the minimum key personnel

for the service required (section 6) including up-to-date CVs.

• A copy of all proposed professionals’ valid and up-to-date registrations with the relevant

professional councils must be provided.

• A brief description of the approach and methodology to address the objectives and

specific requirements. This should demonstrate an understanding of the scope of work

required specifically to this project.

• A work plan that indicates the relative timelines and level of effort towards activities and

deliverables, a clear allocation of roles, responsibilities, and resources towards the

deliverables, as well as the tasks that may be sub-contracted with an indication of the

approximate time requirements for these tasks.

• Proof of experience in managing similar type construction works where design review,

remedial work and take over from previous consultants was required in the last ten years.

• Five contactable reference letters for relevant assignments completed in the last five

years.

SANBI reserves the right to: verify any information supplied in the tender submission; to not appoint

any service provider; to cancel or withdraw this tender at any time without attracting any penalties or

liabilities; to have the final say in the appointment of the Service Provider and that this will be binding;

to disqualify a tender or cancel any subsequent contracts should it be found that: 1) Information was

omitted that should have been disclosed, 2) factually inaccurate information was provided and/or 3)

that a misrepresentation of facts has occurred.

SANBI shall not be held liable for any cost that has been incurred by the Service Provider in the

preparation of the proposal, the obtaining of certificates or any other cost that might be incurred in

submitting the proposal.

In accordance with the National Treasury Instruction Note on the Amended Guidelines in Respect of

Bids that include Functionality as a Criterion for Evaluation (issued 3 September 2010), this bid will

be evaluated in two stages:

A. The first stage will evaluate functionality according to the criteria listed in the table below:

Please note:

• Documents for evaluation must be submitted as proof and may include corresponding

orders/appointment letters, completion certificates and reference letters for services rendered.

Bidders must submit all the requested documents as proof to be awarded the points.

• The submitted documents for the services provided (appointment, completion and reference

letters) must be valid and verifiable.

• SANBI reserves the right to verify the information provided and the bidder shall be notified of

such.

• Additional supporting documents might be requested and should be submitted within the

stipulated timeframes.

• Both appointment letters and reference letters must be on the referee’s letterhead, dated and

signed by the referee.

Functionality evaluation criteria points

CVs and qualifications of submitted professionals 40

Comprehensive CV and qualifications of required professionals with up-to-

date registration with the applicable professional body.

Note: Failure to provide the relevant professional registrations for ALL key

personnel will result in the bid being non-responsive (sections 4 & 6).

Lead Consultant (Professional Mechanical Engineer) (20)

Sub-Criteria Points

CV experience of less than 5 years 0

CV experience of more than 5 years 5

CV experience of more than 10 years 10

CV experience of more than 15 years 15

CV experience of more than 20 years 20

Professional Electrical Engineer

(10)

Sub-Criteria Points

CV experience of less than 5 years 0

CV experience of more than 5 years 5

CV experience of more than 10 years 10

CV experience of more than 15 years 15

CV experience of more than 20 years 20

Professional Quantity Surveyor (5)

Sub-Criteria Points

CV experience of less than 5 years 2

CV experience of more than 5 years 4

CV experience of more than 10 years 16

CV experience of more than 15 years 18

CV experience of more than 20 years 10

(5)Professional Occupational Health & Safety Agent

Sub-Criteria Points

CV experience of less than 5 years 2

CV experience of more than 5 years 4

CV experience of more than 10 years 6

CV experience of more than 15 years 8

CV experience of more than 20 years 10

Functionality evaluation criteria points

Implementation methodology 10

Proposed methodology and approach addressing all the services identified in

the scope of work. Methodologies and approach must be specific to the

project and location of works.

Sub-Criteria Points

No methodology 0

Poor methodology 2

Average methodology 4

Above average methodology 8

Good methodology 10

Proposed work plan 10

Proposed work plan with relative timelines towards activities and deliverables,

including a clear allocation of resources towards the services required.

Functionality evaluation criteria points

Track record 40

The Service Provider is expected to have more than 10 years’ experience in

managing similar types of projects where design, installation and maintenance

of infrastructure were successfully undertaken and completed within

parameters such as scope, cost, time and at acceptable quality standard.

• List of at least ten other similar projects with appointment letters or

purchase orders ’s, completion certificates and telephonic references (20)

indicating work of similar value completed in the last ten (10) years. (2

points per similar) project).

Sub-Criteria Points

One similar project 2

Two similar projects 4

Three similar projects 6

Four similar projects 8

Five similar projects 10

Six similar projects 12

Seven similar projects 14

Eight similar projects 16

Nine similar projects 18

Ten similar projects 20

• Provide five contactable reference letters regarding similar assignments

with appointment letters or purchase orders, completion certificates and (20)

telephonic references indicating work of similar value completed in the

last ten (10) years.

Sub-Criteria Points

One relevant reference letter 4

Two relevant reference letters 8

Three relevant reference letters 12

Four relevant reference letters 16

Five relevant reference letters 20

Notes:

Supporting documents required to support the claims above, (Purchase

orders/appointment letters, completion certificates and reference letters

for projects must be submitted as proof). Bidders must submit all the

requested documents as proof in order to be awarded the points.

Appointment letters and any reference letters must be on the employer’s

letterhead, dated and signed by the employer.

Maximum possible score for functionality 100

Bidders who fail to score a minimum of 70 points out of a possible 100 points on functionality

criteria will not be eligible for further consideration.

B. The second stage will evaluate the price and alignment of the bid proposal with SANBI’s

specific goals. In accordance with the Preferential Procurement Regulations, 2022

pertaining to the Preferential Procurement Policy Framework Act (No. ), the 80/20-

point system will be applied in evaluating proposals that qualify for further consideration,

where price constitutes 80 points and a maximum of 20 points will be awarded based on the

bidder’s specific goals.

SANBI reserves the right, at its sole discretion to award this tender to a bidder that did not score

the highest total number of points, only in accordance with section 2(1)(f) of the PPPFA (Act ) as per below objective criterion :

• Not to appoint any service provider that has demonstrated unsatisfactory performance in

any previous or current contract with SANBI or any other organ of state.

• SANBI reserves the right to obtain and consider additional information regarding a bidder’s

past performance, even if such information is not included in the bid’s returnable

documents.

10. Contract Period

The appointment will be valid from stage 1 up to the completion of stage 6. The contract period will

also include the 5 – year maintenance period, which will commence after the completion of stage 6.

11. General Safety, Health and Environmental (SHE) Requirements

All service providers entering a contract with SANBI shall, as a minimum, comply with the following

NO.

• * (All applicable taxes included)

• Required by: ........................................

• At: ........................................

.......................................

• Brand and model ........................................

• Country of origin ........................................

• Does the offer comply with the specification(s)? *YES/NO

• If not to specification, indicate deviation(s) ........................................

• Period required for delivery ........................................

• Delivery: Firm/not firm

• Delivery basis ..........................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

• * “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund

contributions and skills development levies.

• Delete if not applicable

Sbd 4

Bidder’s disclosure

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed,

based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I

acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this

form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the

contractor may be required to furnish documentary proof to the satisfaction of the organ of state that the claims

are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract

have not been fulfilled, the organ of state may, in addition to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s

conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to make

less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from obtaining

business from any organ of state for a period not exceeding 10 years, after the audi alteram

partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

• Select, recommend, and agree on the Procurement Strategy for contractors, subcontractors

and suppliers with SANBI and the consultants.

• Prepare and agree on the Project Procurement Programme.
• Co-ordinate and monitor the preparation of the tender documentation by the consultants in

accordance with the Project Procurement Programme.

• Facilitate and monitor the preparation of the Health and Safety Specification by the Health

and Safety Consultant for the project.

• Manage the tender process in accordance with agreed procedures, including calling for

tenders, adjudication of tenders, and recommendation of appropriate contractors for approval

by SANBI.

• Advise SANBI, in conjunction with other consultants, on the appropriate insurances required

for the implementation of the project.

• Monitor the reconciliation by the cost consultants of the tender prices with the project budget.
• Agree on the format and procedures for monitoring and control by the cost consultants of the

cost of the works.

• Facilitate SANBI`s approval of the tender recommendations.

Stage 5 - construction

• Issue the Works Completion Certificate.
• Manage, co-ordinate and expedite the preparation by the design consultants of all as-built

drawings and design documentation.

• Manage and expedite the procurement of all operating and maintenance manuals as well

as all warrantees and guarantees.

• Manage and expedite the procurement of all statutory compliance certificates and

documentation.

• Manage the finalisation of the Health and Safety file for submission to SANBI.
• Co-ordinate, monitor and manage the rectification of defects during the defects liability

period.

• Manage, co-ordinate and expedite the preparation and agreement of the final account by

the cost consultants with the relevant contractors.

• Co-ordinate, monitor and issue the final completion defects list and Certificate of Final

with the successful Service Provider, such variation, suspension, or termination shall be dealt with

in accordance with the provisions of the Standard Professional Services Contract.

phases, including all expenses (travel expenses, accommodation, subsistence, printing etc.),

inclusive of all applicable taxes (value-added tax, pay as you earn, income tax, unemployment

insurance fund contributions, skills development levies etc.) for the project. The contract amount /

appointment value will be capped at the bid amount. The appointed Service Provider will be required

to manage their time and costs within the allocated budget.

below. Responses will be communicated via email to all eligible bidders who attended the

compulsory briefing session and site inspection.

Department: Supply Chain Management

Email: [email protected] and [email protected]

Cut-off date for enquiries: 17 June 2026 at 11:00

4. Scope of works

• Provide a comprehensive 5-year maintenance plan for the filtration system.
• Conduct routine inspections, servicing, repairs, and performance optimisation during the

maintenance period.

• Ensure rapid response to system failures or operational issues.

Stage 1 - inception

• Establish the construction information distribution procedures.
• Agree and monitor the Construction Documentation Schedule for timeous delivery of

required information to the contractors.

• Expedite, review, and monitor the timeous issue of construction information to the

contractors.

• Manage the review and approval of all necessary shop details and product propriety

information by the design consultants.

• Establish procedures for monitoring, controlling, and agreeing to all scope and cost

variations.

• Agree on the quality assurance procedures and monitor the implementation thereof by the

consultants and contractors.

• Monitor, review, approve and certify monthly progress payments.
• Receive, review, and adjudicate any contractual claims.
• Monitor the preparation of monthly cost reports by the cost consultants.
• Monitor long lead items and off-site production by the contractors and suppliers.
• Prepare monthly project reports including submissions to SANBI.
• Manage, co-ordinate and monitor all necessary testing and commissioning by consultants

and contractors.

• Co-ordinate, monitor and issue the practical completion lists and the Certificate of Practical

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS CORRECT.

I accept that the state may reject the bid or act against me in terms of paragraph 6 of

PFMA SCM instruction /22 on preventing and combating abuse in the supply chain

1. Introduction and Background ............................................................................. 3

2. Open Tender ..................................................................................................... 3

3. Briefing Session and Site Inspection.................................................................. 3

4. Scope of Works ................................................................................................ 4

5. Site Information ................................................................................................. 9

6. Pricing Guidelines ............................................................................................ 10

7. Requirements for Proposals ............................................................................ 11

7.1. Mandatory Requirements ................................................................................ 11

7.2. Other Requirements ........................................................................................ 11

8. Submission ...................................................................................................... 12

9. Evaluation Criteria ........................................................................................... 13

10. Contract Period ................................................................................................ 17

11. General Safety, Health and Environmental (SHE) Requirements .................... 17

12. General ............................................................................................................ 17

• Fully implement the approved design solution.
• Supply all required equipment, materials, and components.
• Perform construction, repairs, installation, integration, and commissioning.
• Ensure minimal disruption to NZG operations and animal safety.

• Appoint contractor(s) on behalf of SANBI including the finalisation of all agreements.

• Instruct the contractor, on behalf of SANBI, to appoint subcontractors.
• Receive, co-ordinate, review and obtain approval of all contract documentation provided by

the contractor, subcontractors, and suppliers for compliance with all of the contract

requirements.

• Monitor the ongoing projects’ insurance requirements.
• Facilitate the handover of the site to the contractor.
• Establish and co-ordinate the formal and informal communication structure and procedures

for the construction process.

• Regularly conduct and record the necessary site meetings.
• Monitor, review and approve the preparation of the Contract Programme by the contractor.
• Regularly monitor the performance of the contractor against the Contract Programme.
• Review and adjudicate circumstances and entitlements that may arise from any changes

required to the Contract Programme.

• Monitor the preparation of the contractor's Health and Safety Plan and approval thereof by

the Health and Safety Consultant.

• Monitor the auditing of the contractors' Health and Safety Plan by the Health and Safety

• Monitor the compliance by the contractors of the requirements of the Health and Safety

• Monitor the production of the Health and Safety file by the Health and Safety Consultant

and contractors.

• Monitor the preparation of the Environmental Management Plan by the Environmental

Act, 2000 (Act No. ) and as published by the South African Council for Quantity

• Occupational Health & Safety

o All standard services as described in stages 1 to 6 in clause 3.2 (inclusive) of Board

Notice : Guideline Scope of Services and Tariff of Fees for Construction

issued in terms of the Engineering Profession Act and Construction Health & Safety

Professionals in terms of the Project & Construction Management Professions Act, 2000 (Act No. ) as well as any other relevant professional fee guidelines that may be applicable.

CV experience of less than 5 years 2

CV experience of more than 5 years 4

CV experience of more than 10 years 16

CV experience of more than 15 years 18

CV experience of more than 20 years 10

(5)Professional Occupational Health & Safety Agent

The appointment will be valid from stage 1 up to the completion of stage 6. The contract period will

also include the 5 – year maintenance period, which will commence after the completion of stage 6.

11. General Safety, Health and Environmental (SHE) Requirements

requirements:

• The Occupational Health & Safety Act (OHSA) (Act ) and its Regulations.
• The Service Provider’s staff may be expected to attend induction training before commencing

any work so that they become familiar with the part of the garden they are stationed in and

the evacuation procedures.

• The Compensation for Occupational Injuries & Diseases Act (Act ).
• The National Environmental Management Act (Act No. ).
• The National Environmental Management: Waste Act (Act ).
• The South African National Biodiversity Institute Health and Safety specification and relevant

policies.

• COVID-19 regulations and guidelines as published by the National Department of Health.

these documents will not result in disqualification, however, the information contained in them is

required for evaluation purposes and failure to include these documents will be considered nonresponsive.

• Details of the bidder, including the bidding entity’s profile that outlines relevant skills,

experience, and track record in support of the required competencies, as well as the mission

statement and policies of the bidding entity. This must include the minimum key personnel

for the service required (section 6) including up-to-date CVs.

• A copy of all proposed professionals’ valid and up-to-date registrations with the relevant

professional councils must be provided.

• A brief description of the approach and methodology to address the objectives and

specific requirements. This should demonstrate an understanding of the scope of work

required specifically to this project.

• A work plan that indicates the relative timelines and level of effort towards activities and

deliverables, a clear allocation of roles, responsibilities, and resources towards the

deliverables, as well as the tasks that may be sub-contracted with an indication of the

approximate time requirements for these tasks.

• Proof of experience in managing similar type construction works where design review,

remedial work and take over from previous consultants was required in the last ten years.

• Five contactable reference letters for relevant assignments completed in the last five

years.

SANBI reserves the right to: verify any information supplied in the tender submission; to not appoint

any service provider; to cancel or withdraw this tender at any time without attracting any penalties or

liabilities; to have the final say in the appointment of the Service Provider and that this will be binding;

to disqualify a tender or cancel any subsequent contracts should it be found that: 1) Information was

omitted that should have been disclosed, 2) factually inaccurate information was provided and/or 3)

that a misrepresentation of facts has occurred.

Implementation methodology 10

the scope of work. Methodologies and approach must be specific to the

project and location of works.

No methodology 0

Poor methodology 2

Average methodology 4

Above average methodology 8

Good methodology 10

Proposed work plan 10

contract, they may only be replaced by individuals with similar or better qualifications and experience,

who satisfy the minimum requirements and only with the approval of SANBI.

CVs and qualifications of submitted professionals 40

CV experience of less than 5 years 0

CV experience of more than 5 years 5

CV experience of more than 10 years 10

CV experience of more than 15 years 15

CV experience of more than 20 years 20

CV experience of less than 5 years 0

CV experience of more than 5 years 5

CV experience of more than 10 years 10

CV experience of more than 15 years 15

CV experience of more than 20 years 20

Professional Quantity Surveyor (5)

CV experience of less than 5 years 2

CV experience of more than 5 years 4

CV experience of more than 10 years 6

CV experience of more than 15 years 8

CV experience of more than 20 years 10

Track record 40

The Service Provider is expected to have more than 10 years’ experience in

managing similar types of projects where design, installation and maintenance

of infrastructure were successfully undertaken and completed within

parameters such as scope, cost, time and at acceptable quality standard.

• List of at least ten other similar projects with appointment letters or

purchase orders ’s, completion certificates and telephonic references (20)

indicating work of similar value completed in the last ten (10) years. (2

points per similar) project).

One similar project 2

Two similar projects 4

Three similar projects 6

Four similar projects 8

Five similar projects 10

Six similar projects 12

Seven similar projects 14

Eight similar projects 16

Nine similar projects 18

Ten similar projects 20

• Provide five contactable reference letters regarding similar assignments

with appointment letters or purchase orders, completion certificates and (20)

telephonic references indicating work of similar value completed in the

last ten (10) years.

Members persons in the service of the state.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

Sbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices subject to

Rates of exchange variations) will not be considered

• Develop a detailed engineering design for improving and optimising the existing filtration

system, or propose a new filtration system if required.

• Ensure the design complies with all applicable standards, environmental requirements, and

operational needs of the NZG.

• Include process flow diagrams, specifications, capacity calculations, and system layout.

Bill of Quantities (BOQ) and pricing

• Prepare a complete and itemised Bill of Quantities for all required works.
• Provide a detailed pricing schedule, including supply, installation, commissioning, and any

optional items.

• Signed certificate of attendance from the compulsory briefing session in the name of the

bidding entity.

• Proposed fee/cost structure as per the pricing guidelines (section 6).
• Tenderers should have a CIBD grading of 4ME or higher.
• Equipment ownership (indicate if it will be rented, accompanied by a letter of intent from a

reputable plan hire)

• In case of a joint venture / consortium, each member to submit tax compliance status and

Csd

7.2. Other Documents Required

provision of the Service in question. In the event of a conflict between the

bidder’s proposal and the Service

3.1. To award this tender to a bidder that did not score the highest total number of

points, only in accordance with section 2(1)(f) of the PPPFA (Act )

3.2. To negotiate with one or more preferred bidder(s) identified in the evaluation

3.4. To carry out site inspections, product evaluations or explanatory meetings in

order to verify the nature and quality of the services offered by the bidder(s),

3.5. To correct any mistakes at any stage of the tender that may have been in the

Bid documents or occurred at any stage of the tender process.

3.6. To cancel and/or terminate the tender process at any stage, including after the

If a bidder breaches the conditions of this bid and, as a result of that breach, SANBI

incurs costs or damages (including, without limitation, the cost of any investigations,

procedural impairment, repetition of all or part of the bid process and/or enforcement

of intellectual property rights or confidentiality obligations), then the bidder indemnifies

and holds SANBI harmless from any and all such costs which SANBI may incur and

for any damages or losses SANBI may suffer.

9. Precedence

This document will prevail over any information provided during any briefing session

whether oral or written, unless such written information provided, expressly amends

this document by reference.

10. Limitation of liability

A bidder participates in this bid process entirely at its own risk and cost. SANBI shall

not be liable to compensate a bidder on any grounds whatsoever for any costs incurred

or any damages suffered as a result of the Bidder’s participation in this Bid process.

11. Tax compliance

No tender shall be awarded to a bidder who is not tax compliant. SANBI reserves the

right to withdraw an award made, or cancel a contract concluded with a successful

bidder in the event that it is established that such bidder was in fact not tax compliant

at the time of the award, or has submitted a fraudulent Tax Clearance Certificate to

SANBI or whose verification against the Central Supplier Database (CSD) proves non-

compliant. SANBI further reserves the right to cancel a contract with a successful

bidder in the event that such bidder does not remain tax compliant for the full term of

the contract.

12. Tender defaulters and restricted suppliers

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National

Treasury, or who have been placed on National Treasury’s List of Restricted Suppliers.

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SANBI reserves the right to withdraw an award, or cancel a contract concluded with a

Bidder should it be established, at any time, that a bidder has been blacklisted with

National Treasury by another government institution.

13. Governing law

South African law governs this bid and the bid response process. The bidder agrees

to submit to the exclusive jurisdiction of the South African courts in any dispute of any

kind that may arise out of or in connection with the subject matter of this bid, the bid

itself and all processes associated with the bid.

14. Responsibility for sub-contractors and bidder’s personnel

A bidder is responsible for ensuring that its personnel (including agents, officers,

directors, employees, advisors and other representatives), its sub-contractors (if any)

and personnel of its sub-contractors comply with all terms and conditions of this bid. In

the event that SANBI allows a bidder to make use of sub-contractors, such sub-

contractors will at all times remain the responsibility of the bidder and SANBI will not

under any circumstances be liable for any losses or damages incurred by or caused

by such sub-contractors.

15. Confidentiality

Except as may be required by operation of law, by a court or by a regulatory authority

having appropriate jurisdiction, no information contained in or relating to this bid or a

bidder’s tender(s) will be disclosed by any bidder or other person not officially involved

with SANBI’s examination and evaluation of a Tender.

No part of the bid may be distributed, reproduced, stored or transmitted, in any form or

by any means, electronic, photocopying, recording or otherwise, in whole or in part

except for the purpose of preparing a Tender. This bid and any other documents

supplied by SANBI remain proprietary to SANBI and must be promptly returned to

SANBI upon request together with all copies, electronic versions, excerpts or

summaries thereof or work derived there from.

Throughout this bid process and thereafter, bidder(s) must secure SANBI’s written

approval prior to the release of any information that pertains to (i) the potential work or

activities to which this bid relates; or (ii) the process which follows this bid. Failure to

adhere to this requirement may result in disqualification from the bid process and civil

action.

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16. Sanbi proprietary information

Bidder will on their bid cover letter (SBD1) make declaration that they did not have

access to any SANBI proprietary information or any other matter that may have unfairly

placed that bidder in a preferential position in relation to any of the other bidder(s).

17. Availability of funds

Should funds no longer be available to pay for the execution of the responsibilities of

this bid (SANBI:NZG576/2026), SANBI may terminate the Agreement at its own

discretion or temporarily suspend all or part of the services by notice to the successful

bidder. The successful bidder shall immediately make arrangements to stop the

performance of the services and minimize further expenditure; provided that the

successful bidder shall thereupon be entitled to payment in full for the services

delivered, up to the date of cancellation or suspension.

18. Appeals

Bidders are allowed to appeal within 10 working days from the day of the award.

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6.1. The bidder should note that the terms of its Tender will be incorporated in the

proposed contract by reference and that SANBI relies upon the bidder’s Tender

as a material representation in making an award to a successful bidder and in

concluding an agreement with the bidder.

6.2. It follows therefore that misrepresentations in a Tender may give rise to service

termination and a claim by SANBI against the bidder notwithstanding the

conclusion of the Service Level Agreement between SANBI and the bidder for

the provision of the Service in question. In the event of a conflict between the

bidder’s proposal and the Service Level Agreement concluded between the

parties, the Service Level Agreement will prevail.

incurs costs or damages (including, without limitation, the cost of any investigations,

procedural impairment, repetition of all or part of the bid process and/or enforcement

of intellectual property rights or confidentiality obligations), then the bidder indemnifies

and holds SANBI harmless from any and all such costs which SANBI may incur and

for any damages or losses SANBI may suffer.

to submit to the exclusive jurisdiction of the South African courts in any dispute of any

kind that may arise out of or in connection with the subject matter of this bid, the bid

itself and all processes associated with the bid.

14. Responsibility for sub-contractors and bidder’s personnel

A bidder is responsible for ensuring that its personnel (including agents, officers,

directors, employees, advisors and other representatives), its sub-contractors (if any)

and personnel of its sub-contractors comply with all terms and conditions of this bid. In

the event that SANBI allows a bidder to make use of sub-contractors, such sub-

contractors will at all times remain the responsibility of the bidder and SANBI will not

under any circumstances be liable for any losses or damages incurred by or caused

by such sub-contractors.

3.1. To award this tender to a bidder that did not score the highest total number of

points, only in accordance with section 2(1)(f) of the PPPFA (Act )

3.2. To negotiate with one or more preferred bidder(s) identified in the evaluation

process, regarding any terms and conditions, including price without offering

the same opportunity to any other bidder(s) who have not been awarded the

status of the preferred bidder(s).

3.3. To accept part of a tender rather than the whole tender.

3.4. To carry out site inspections, product evaluations or explanatory meetings in

order to verify the nature and quality of the services offered by the bidder(s),

whether before or after adjudication of the Bid.

3.5. To correct any mistakes at any stage of the tender that may have been in the

of a Government Entity in order to obtain any unlawful advantage in

relation to procurement or services provided or to be provided to a

Government Entity;

c. makes or offers any gift, gratuity, anything of value or other inducement,

whether lawful or unlawful, to any of SANBI’s officers, directors,

employees, advisors or other representatives;

d. makes or offers any gift, gratuity, anything of any value or other

inducement, to any Government Entity's officers, directors, employees,

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advisors or other representatives in order to obtain any unlawful

advantage in relation to procurement or services provided or to be

provided to a Government Entity;

e. accepts anything of value or an inducement that would or may provide

financial gain, advantage or benefit in relation to procurement or

services provided or to be provided to a Government Entity;

f. pays or agrees to pay to any person any fee, commission, percentage,

brokerage fee, gift or any other consideration, that is contingent upon or

results from the award of any tender, contract, right or entitlement which

is in any way related to procurement or the rendering of any services to

a Government Entity;

g. has in the past engaged in any matter referred to above; or

h. has been found guilty in a court of law on charges of fraud and/or

forgery, regardless of whether or not a prison term was imposed and

despite such bidder, member or director’s name not specifically

appearing on the List of Tender Defaulters kept at National Treasury.

right to withdraw an award made, or cancel a contract concluded with a successful

bidder in the event that it is established that such bidder was in fact not tax compliant

at the time of the award, or has submitted a fraudulent Tax Clearance Certificate to

SANBI or whose verification against the Central Supplier Database (CSD) proves non-

compliant. SANBI further reserves the right to cancel a contract with a successful

bidder in the event that such bidder does not remain tax compliant for the full term of

the contract.

No tender shall be awarded to a bidder whose name (or any of its members, directors,

partners or trustees) appear on the Register of Tender Defaulters kept by National

Treasury, or who have been placed on National Treasury’s List of Restricted Suppliers.

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Bidders are allowed to appeal within 10 working days from the day of the award.

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