36-Month service and maintenance contract for passenger and goods lifts at necsa facilities

Closing date: 23 January 2026. Closing time: 11:00 AM.

Bidding procedure enquiries: Mr Buyani Nsibande. Telephone: 012 305 6072. Email: [email protected]. Submission address: Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba.

Submit bids by the closing date and time to the bid box at: Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba. Late bids will not be accepted. Bids must be submitted on official forms provided (do not re-type). Required returnable documents include: signed bid form (SBD 3.1, SBD 6.1, SBD 7.1), pricing schedule, tax clearance certificate (TCS PIN or CSD number), B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs), declaration of interest, and proof of authority (e.g., company resolution). Failure to provide or comply with any required particulars may render the bid invalid. Bids are subject to the Preferential Procurement Policy Framework Act, 2000, and related regulations.

Evaluation uses either the 80/20 or 90/10 preference point system, depending on the tender value. Points are awarded for: Price (80 or 90 points) and Specific Goals (20 or 10 points). The applicable system will be determined by the lowest/highest acceptable tender once bids are received. Tenderers must claim points for specific goals (e.g., B-BBEE) and submit supporting documentation. Failure to submit proof for specific goals will result in zero points for those goals. The organ of state may require substantiation of claims at any time.

Service and maintenance of passenger and goods lifts for a 36-month period. Bidders must ensure full compliance with all specified requirements in the bidding documents. Failure to provide or comply with any required particulars may render the bid invalid.

Pricing must be submitted on the official pricing schedule (SBD 3.1) and remain valid for the specified period from the closing date. Prices must include all applicable taxes. Payment terms: 30 days after receipt of invoice. Bidders must cover all obligations under the contract, and errors in pricing or calculations are at the bidder's own risk.

Tax compliance: Submit a valid TCS PIN (via SARS e-filing) or CSD number. Each party in a consortium/joint venture must submit separate TCS/CSD documentation. B-BBEE: Submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points. Bidders must declare any conflicts of interest, past SCM practices, and independence of bid determination. Bidders listed in the Register for Tender Defaulters or Restricted Suppliers will be disqualified. No bids will be accepted from state employees or entities with state-employed directors/members.

Compulsory Site Briefing Meeting: 02 July 2026. ID copies for site access must be submitted to [email protected] by 01 July 2026 at 16:00. Closing date: 22 July 2026 at 11:00. Bid validity period: 90 days from closing date.

Enquiries: Mr Buyani Nsibande, Email: [email protected], Tel: +27 (0) 12 305 6072. Submission address: Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits Magisterial District, Madibeng Municipality, North West, 0240. Site access contact: [email protected].

Submit bids in two sealed envelopes: Envelope One (Technical Proposal) and Envelope Two (Pricing Proposal). Envelope One must not contain pricing information. Envelope Two must include all compulsory returnable documents. Physical size of bid response must not exceed 400mm x 100mm x 150mm. Submit: 1 original + 1 hard copy + 1 electronic copy (disk/memory stick). International suppliers may email bids to [email protected]. All documents must be typed, signed in black ink by an authorised person, with initials on every page. Late submissions will not be considered. Clarity-seeking questions must be submitted at least 3 working days before the closing date. Cover letter on company letterhead must accompany both proposals.

Mandatory requirements (non-compliance may result in disqualification): Valid CIDB Grading (SI 3), Valid COIDA Certificate, Tax Clearance Certificate and SARS PIN, Compliance with Necsa’s SHEQ policies (signed documents), Submission of all returnable documents (checklist provided), Attendance at compulsory site briefing (02 July 2026), Minimum 80/100 points in technical/functional evaluation. Technical/functional evaluation criteria: Relevant company experience in lift maintenance/installation (30 points), List of critical spares with turnaround times (30 points), Traceable reference letters from previous clients (40 points). Preferential criteria: BBBEE Level (higher black ownership = more points, up to 20), Local content preference. Evaluation method: 80/20 preference point system for tenders between R30,000 and R50 million. Price points (80) calculated using formula: Ps = 80

• (Pmin / Pt). Specific goal points (20) based on BBBEE ownership. Contract awarded to highest total points, provided price is market-related.

Scope: Service and maintenance of existing passenger and goods lifts for 36 months at Necsa facilities. Bidders must identify and include any omissions in the scope in their pricing. Hourly labour rates must include all charges: bonuses, overtime, allowances (daily, transport, subsistence), insurance (national, sick pay, leave), industrial training levy, redundancy contributions, protective clothing, tools, and equipment. Service providers must use their own company letterhead for pricing. Project plan and schedule (start/end dates) will be negotiated post-award. Work may involve radiological areas (white contamination and radiation). Access to Necsa site is restricted; escorts required for non-designated areas. Bidders must comply with Necsa’s SHEQ, quality, and confidentiality policies.

Pricing must be submitted on company letterhead, typed (no handwritten pricing accepted). Include all overheads in labour rates. Bid validity period: 90 days from closing date. Payment terms, bonds, and guarantees are not explicitly specified. Pricing model: Service providers to use their own company letterhead. Hourly rates must cover all associated costs. No additional financial capacity requirements stated beyond solvency statement (optional but recommended).

Mandatory returnable documents (non-submission may disqualify): Signed Necsa Safety, Health and Environmental Requirements for Contractors, Signed Necsa Alcohol and Drug Control Policy, Signed Necsa Confidentiality Agreement, Signed Necsa Terms and Conditions of Contract, SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim Form), SBD 7.1 (Contract Form – Purchase of Goods/Works), Proof of consortium/joint venture agreement (if applicable), Tax PIN (SARS), Valid SI 3 CIDB grading, Valid COIDA Certificate, POPIA Data Processing Agreement (FIN-SCM-AGR-0002), Valid Tax Clearance Certificate, Valid B-BBEE Certificate (or sworn affidavit/shareholding proof). Additional requirements: Pre-employment screening (security, criminal record, qualifications) for staff involved in installation/commissioning/training. Company must register as a Necsa supplier if awarded. Solvency statement (optional but recommended).

Project managers and contact persons are specified in the Service Level Agreement (SLA). The domicilium address for notices is also provided in the SLA. No specific contact details are included in this document.

This document is a standard Terms and Conditions of Contract (FBD-SCM-2015-CTR-0001-Rev 3) applicable to all NECSA bids and contracts. It does not contain specific submission instructions, returnable documents list, or submission address for this tender. Bidders must refer to the accompanying tender specification document for submission requirements.

Eligibility: No contract will be awarded to a bidder whose tax matters are not in order. An original SARS tax clearance certificate must be submitted prior to award.

Deliverable Acceptance:

• NECSA has a 7-day Evaluation Period to verify conformity of reports/deliverables.
• If non-conformities are identified, the Service Provider must correct them at its own expense. NECSA then has an additional 7-day Verification Period to confirm corrections.
• Deemed acceptance applies if NECSA does not respond within the Evaluation or Verification Periods.

Scope: Service and maintenance of passenger and goods lifts for 36 months at NECSA facilities in North West Province.

Execution Requirements:

• Services must be completed according to the Project Plan and Schedule of Deliverables (Annexure B in SLA).
• Proposals must detail the proposed course of action, solutions, and resources required.
• Any variations to services or timelines require written agreement between parties and may adjust fees.

Services must be performed according to the Project Plan and Schedule of Deliverables (Annexure B of the SLA).

Proposal Requirements:

• Must detail the proposed course of action, solutions, and resources required.

Variations:

• Any changes to services or timelines require written agreement between parties.
• Variations may adjust fees.

Fees are as set out in the Pricing Schedule (Annexure E of SLA).

• Payment is made within 30 days of a correct monthly statement.
• A 10% retention fee is payable within 3 months of completion and acceptance of all goods/services.

Fees: As set out in the Pricing Schedule (Annexure E of SLA).

Payment Terms:

• Payment is made only after full performance and acceptance of deliverables.
• Monthly statements must be submitted by the last day of each month, accompanied by an original invoice and associated documents in a format acceptable to NECSA.
• Payments are processed within 30 days of receiving a correct statement via electronic bank transfer.
• NECSA may retain 10% of the contract value as a Retention Fee, payable within 3 months of receipt of all goods/services and issuance of a certificate of acceptance.
• Reimbursable expenses (e.g., travel, accommodation) require prior NECSA agreement and must be invoiced in accordance with the same submission and payment terms.

Tax Compliance: Original SARS tax clearance certificate required prior to award. No contract will be concluded with bidders whose tax matters are not in order.

B-BBEE: Preference must be given to Black Empowerment Companies when subcontracting. Written notification of all subcontracts is required, but subcontracting does not relieve the Service Provider of its obligations.

Insurance: Each party must maintain sufficient insurance cover for their own liabilities.

Confidentiality: Service Provider employees must be informed of Section 51 of the Nuclear Energy Act, 1999, and must sign confidentiality agreements to protect NECSA information.

When subcontracting, preference must be given to Black Empowerment Companies.

• Written notification of all subcontracts is required.
• Subcontracting does not relieve the Service Provider of its obligations under the contract.

Contract Duration: 36 months for lift service and maintenance.

Governing Law and Language:

• Contracts are governed by South African law.
• All contract documents and correspondence must be in English.

Amendments: No variation or addition is valid unless reduced to writing and signed by both parties.

Termination Conditions:

• Either party may terminate for breach after a 7-day written notice to remedy.
• Termination is allowed for insolvency or acts of insolvency.
• Impossibility of performance: Must notify the other party within 5 days. Either party may cancel if the issue is not rectified within 14 days.

Penalties:

• Daily penalties for delays are calculated per the formula in Annexure D of the SLA.
• NECSA may terminate the contract and procure alternative services at the Service Provider’s expense for delays beyond essential delivery time periods.

Force Majeure: Neither party is liable for failure beyond reasonable control, including acts of God, strikes, war, terrorism, or civil disorder.

Dispute Resolution:

• Escalation process: Project managers (7 days), then executive managers (10 days).
• If unresolved, parties may exercise their legal rights.

Non-Solicitation: Neither party may employ the other’s personnel for 6 months after contract completion. Breach attracts damages equal to 6 months’ salary of the relevant personnel.

Severability: Invalid provisions are severable; remaining terms continue to be valid and enforceable.