Assessment of radio communication infrastructure at sanpc refinery - service provider appointment

• Tender for the assessment of the existing radio communication infrastructure at the SANPC Refinery.
• Bid number: RADIO/07/2026.

• Closing date: 16 July 2026.
• Closing time: 12:00.

• Bidding procedure and technical enquiries contact person: Nkosingiphile Radebe.
• Telephone: 010 201 4724.
• Email for enquiries: [email protected].
• Email for bid submission: [email protected].

• Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted.
• All bids must be submitted on the official forms provided (not to be re-typed) or in the manner prescribed in the bid document.
• Bids may be emailed to [email protected].
• Bidders are required to submit their SARS Personal Identification Number (PIN) for tax compliance verification.
• Bidders may also submit a printed Tax Compliance Status (TCS) certificate with the bid.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Where no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided.
• The bid must be signed by the bidder with proof of authority (e.g., company resolution) submitted.
• Failure to provide or comply with any of the above particulars may render the bid invalid.

• Bids must be delivered by the stipulated time to the correct address.
• All bids must be submitted on the official forms provided (not to be re-typed) or in the prescribed manner.
• Bidders are required to submit their SARS Personal Identification Number (PIN).
• Bidders may also submit a printed Tax Compliance Status (TCS) certificate with the bid.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Where no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided.
• The bid must be signed by the bidder, with capacity stated and proof of authority (e.g., company resolution) submitted.

• Scope: Assessment of the existing radio communication infrastructure at the SANPC Refinery.

• This bid is subject to the Preferential Procurement Policy Framework Act, 2000 and its regulations, the General Conditions of Contract (GCC), and any other special conditions of contract.
• Bidders must ensure compliance with their tax obligations.
• Bidders must submit a SARS Personal Identification Number (PIN) or a Tax Compliance Status (TCS) PIN/certificate.
• If no TCS PIN is available, a Central Supplier Database (CSD) number must be provided if registered.
• Foreign suppliers must complete a questionnaire regarding residency, branch, establishment, income, and tax liability in South Africa. If the answer is 'No' to all, registration for a TCS PIN is not required.
• No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• The successful bidder will be required to fill in and sign a written contract form (SBD7).

• This bid is subject to the Preferential Procurement Policy Framework Act, 2000 and its regulations, the General Conditions of Contract (GCC), and any other special conditions of contract.
• The successful bidder will be required to fill in and sign a written contract form (SBD7).

• Bidders must provide their Central Supplier Database (CSD) number or system PIN.
• Foreign suppliers must answer a questionnaire regarding residency, branch, permanent establishment, source of income, and tax liability in South Africa. If the answer is 'No' to all, registration for a Tax Compliance Status (TCS) PIN is not required.
• Bidders must ensure compliance with their tax obligations.
• No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.
• Failure to provide or comply with any of the above particulars may render the bid invalid.

• Email for bid submission: [email protected].
• Telephone for enquiries: 010 201 4724.
• Email for enquiries: [email protected].

CEF SOC LTD, 152 Ann Crescent, Block C, Upper Grayston Office Park, Strathavon, Sandton, 2146, South Africa. Phone: +27 010 201-4700. Fax: +27 010 201-4900.

Mandatory submission of a completed KYC questionnaire. Additional pages may be used if necessary. Return a scanned, signed copy to CEF Group nominated personnel. Attach all required documents as listed in the questionnaire.

Mandatory KYC questionnaire must be completed, signed, and returned as a scanned copy. All required documents listed in the questionnaire must be attached.

Must provide details of ongoing projects, including project name, type, infrastructure, commencement date, status, and value.

Compliance with third-party due diligence requirements. Must provide: corporate details (registration, tax, incorporation), shareholder and executive management information, banking details, industry experience and licenses, intellectual property ownership, ongoing projects, and sanctions-related declarations. Must confirm: data protection policies, security measures, and breach reporting processes. Must disclose: any convictions, investigations, or penalties related to sanctions, competition laws, fraud, bribery, or corruption. Must submit: written confirmation of tax compliance for the last 3 years, signed by the finance manager. Must have: written employee code of conduct, anti-bribery and corruption policy, and a process for reporting bribery/fraud (confirmatory certificate required).

Must disclose any legal litigation involving the company and listed entities, government institutions, or agencies.

Tenderers must provide:

• Company/firm name.
• Company registration number.
• Type of company/firm (e.g., Partnership, Close Corporation, (Pty) Ltd, etc.).

Price must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is calculated at the time of bid invitation and includes all applicable taxes.

B-BBEE compliance is required to claim preference points. The following specific goals and points are applicable (proof required):

• 51% or more Black ownership: 10 points.
• 51% or more Women ownership: 5 points.
• 51% or more Youth ownership: 3 points.
• 10% or more ownership by persons with disabilities: 2 points.

Tenderers must complete the SBD 6.1 Preference Points Claim Form and submit it with their tender. Failure to submit the form or required documentation will result in no points being awarded for Specific Goals.

Fraudulent claims or non-compliance with contract conditions may result in:

• Disqualification from the tender process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years.
• Criminal prosecution.

Preference points for Specific Goals are awarded based on the table below. Tenderers must indicate how they claim points for each system (80/20 or 90/10).

• 51% or more Black ownership: 10 points.
• 51% or more Women ownership: 5 points.
• 51% or more Youth ownership: 3 points.
• 10% or more ownership by persons with disabilities: 2 points.

If the applicable preference point system (80/20 or 90/10) is unclear, the organ of state will stipulate the system based on the lowest or highest acceptable tender, as per Regulation 3(2).

Department: SUPPLY CHAIN MANAGEMENT

• Bidders must complete the SBD4 disclosure form as part of their submission.
• Automatic disqualification if the bidder, directors, trustees, shareholders, members, partners, or any person with controlling interest is listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidders must declare if they or any connected person are employed by the state, have relationships with procuring institution employees, or have interests in related enterprises.
• Bids will be disqualified if the disclosure is found to be false or incomplete.
• Collusive bidding (consultation, communication, or agreements with competitors) is prohibited. Joint ventures or consortiums are exempt from this rule.
• Bidders must not disclose bid terms to competitors before the official bid opening or contract award.
• No prior or ongoing consultations, communications, or arrangements with procuring institution officials are allowed, except for bid clarification.
• Bidders involved in drafting specifications or terms of reference for this bid are disqualified.
• Suspicious bids may be reported to the Competition Commission, National Prosecuting Authority (NPA), or result in a 10-year public sector restriction under the Prevention and Combating of Corrupt Activities Act.

• False declarations may result in bid rejection or action under Paragraph 6 of PFMA SCM Instruction /22 on Preventing and Combating Abuse in the Supply Chain Management System.

Purpose: Appoint a consultant to perform a comprehensive technical and lifecycle assessment of SANPC Refinery’s existing radio communication infrastructure. The assessment will provide evidence-based recommendations on whether to reuse/integrate existing assets into a future solution or decommission/replace them (rip-and-replace).

Current System Context:

• Two high sites: Admin Site and Hawkeye Site
• ~200 Motorola subscriber radios
• Supporting radio, power, transmission, and site infrastructure
• Previously a Motorola Dimetra CoreX Geo-redundant system (4 x MTS4 high sites).
• Post-April 2022 flood, the site operates on a Local network.
• Some components may be approaching end-of-life (EOL) or end of OEM support.

Objective: Inform future capital and procurement decisions through an independent assessment.

Site inspections will be conducted at:

• Admin Site
• Hawkeye Site

Bidder guidance:

• Declare any actual or potential conflicts of interest.
• Do not propose or supply equipment.
• Note: No equipment supply, installation, or maintenance is included in this RFQ.
• Note: Detailed system design and implementation are excluded.
• This RFQ covers assessment and advisory services only.

Scope: Comprehensive technical and lifecycle assessment of SANPC Refinery’s existing radio communication infrastructure to determine reuse, integration, or replacement.

Current System:

• Two high sites: Admin Site and Hawkeye Site
• ~200 Motorola subscriber radios
• Supporting radio, power, transmission, and site infrastructure
• Previously a Motorola Dimetra CoreX Geo-redundant system (4 x MTS4 high sites); now operates on a Local network post-April 2022 flood.

Phase 1 – Information Gathering and Review:

• Documentation Review:
• Network architecture diagrams and schematics
• Equipment inventories
• Frequency licences and channel plans
• Maintenance records and fault logs
• OEM lifecycle and support information
• Configuration records and firmware versions
• Identify gaps and assumptions where documentation is incomplete.
• Site Inspections (Admin Site and Hawkeye Site):
• Radio equipment, racks, and shelters
• Power systems (mains, UPS, batteries, generators)
• Earthing and lightning protection
• Environmental controls (HVAC)
• Physical condition, safety, and access control
• Capacity for future expansion (space, power, cooling)
• Radio Network Infrastructure Assessment:
• Base stations/repeaters
• Controllers, switches, and servers
• Transmission and IP backhaul
• Network management systems
• Interfaces to dispatch, telephony, OT/IT systems
• Subscriber Radio Assessment (~200 Motorola radios):
• Model types and quantity
• Age profile and usage
• Firmware status
• Physical condition
• Battery and charger health
• Compatibility with current/future radio technologies

Phase 2 – Technical and Lifecycle Assessment:

• End-of-Life (EOL) and End-of-Support (EOS) Analysis:
• OEM-published EOL/EOS dates
• Software/firmware support status
• Availability of OEM spare parts
• Third-party refurbishment/repair options
• Support risks and lead times
• Fit-for-Service Assessment:
• Meets current operational requirements
• Adequate coverage, capacity, and availability
• Supports safety-critical and business-critical communications
• Future operational needs support
• Performance, Reliability, and Resilience Review:
• Single points of failure
• Redundancy and failover capabilities
• Historical performance/fault trends
• Alignment with mission-critical radio system best practices
• Standards, Compliance, and Regulatory Considerations:
• ICASA licence conditions
• Relevant radio and IP networking standards
• Cybersecurity for IP-based systems

Phase 3 – Strategic Options Analysis:

• Reuse and Integration Option:
• Assets suitable for reuse
• Required upgrades/refurbishments
• Integration constraints/risks
• Estimated remaining useful life (RUL)
• Advantages, disadvantages, limitations
• Rip-and-Replace Option:
• Assets requiring decommissioning
• High-level replacement scope
• Benefits of full replacement
• Key risks (e.g., business disruption)
• Hybrid Options (if applicable):
• Partial reuse scenarios (sites, towers, power systems)
• Transitional migration considerations

Deliverables:

• Comprehensive Assessment Report:
• Executive summary with recommendations
• Current state infrastructure overview
• Site and asset condition assessment
• EOL and supportability analysis
• Fit-for-service evaluation
• Risk register (technical, operational, lifecycle)
• Reuse vs. replace options analysis
• Decision evaluation matrix
• Final recommended approach and rationale
• Formal presentation to stakeholders with Q&A facilitation.

Exclusions:

• No equipment supply, installation, or maintenance.
• No detailed system design or implementation.

Required methodology for the assessment:

Phase 1 – Information Gathering and Review:

• Documentation Review:
• Review network architecture diagrams, schematics, equipment inventories, frequency licences, channel plans, maintenance records, fault logs, OEM lifecycle/support information, and configuration records.
• Identify gaps and assumptions where documentation is incomplete.
• Site Inspections:
• Conduct physical inspections at Admin Site and Hawkeye Site.
• Assess radio equipment, power systems, earthing/lightning protection, environmental controls, physical condition, safety, access control, and capacity for future expansion.
• Radio Network Infrastructure Assessment:
• Assess base stations, repeaters, controllers, switches, servers, transmission/IP backhaul, network management systems, and interfaces to other systems.
• Subscriber Radio Assessment:
• For ~200 Motorola radios, assess model types, quantity, age profile, usage, firmware status, physical condition, battery/charger health, and compatibility with current/future technologies.

Phase 2 – Technical and Lifecycle Assessment:

• End-of-Life (EOL) and End-of-Support (EOS) Analysis:
• Review OEM-published EOL/EOS dates, software/firmware support status, spare parts availability, third-party refurbishment options, and support risks/lead times.
• Fit-for-Service Assessment:
• Evaluate if the system meets operational requirements, delivers adequate coverage/capacity/availability, supports critical communications, and can handle future needs.
• Performance, Reliability, and Resilience Review:
• Identify single points of failure, redundancy/failover capabilities, historical performance trends, and alignment with mission-critical best practices.
• Standards, Compliance, and Regulatory Considerations:
• Assess alignment with ICASA licence conditions, radio/IP networking standards, and cybersecurity for IP-based systems.

Phase 3 – Strategic Options Analysis:

• Develop and evaluate reuse/integration, rip-and-replace, and hybrid options (if applicable).

Bidder requirements:

• Proven experience in mission-critical radio systems.
• Experience with Motorola and multi-vendor environments.
• Independence from radio equipment suppliers.
• Relevant professional certifications and references.

Team Leader/Manager requirements:

• Minimum 10 years’ experience in radio communications engineering and infrastructure assessment.
• Submit CV clearly indicating years of experience, roles, and responsibilities.

Mandatory compliance requirements:

• Submit a valid Letter of Good Standing from the Compensation Fund (COIDA).
• Submit a valid Motorola Tetra Solutions accreditation certificate.

Bidder qualifications:

• Proven experience in mission-critical radio systems.
• Experience with Motorola and multi-vendor environments.
• Independence from radio equipment suppliers.
• Relevant professional certifications and references.

Site inspection assessments must include:

• Physical condition, safety, and access control of radio equipment, racks, and shelters.
• Earthing and lightning protection systems.
• Environmental controls (HVAC).

Special conditions for bidders:

• Declare any actual or potential conflicts of interest.
• The Consultant shall not propose or supply equipment.
• No equipment supply, installation, or maintenance is included in this RFQ.
• Detailed system design and implementation are excluded.
• This RFQ covers assessment and advisory services only.

Mandatory submission requirements:

• Valid Letter of Good Standing from the Compensation Fund (COIDA).
• Valid Motorola Tetra Solutions accreditation certificate.
• Minimum of three (3) reference letters for similar radio infrastructure assessment projects (2016 to date), signed, dated, on client letterhead, with work date, company name, and contact details.

Phase 1 – Mandatory Requirements (Disqualification if non-compliant):

• Submit a valid Letter of Good Standing from the Compensation Fund (COIDA).
• Submit a valid Motorola Tetra Solutions accreditation certificate.

Phase 2 – Technical Evaluation (Minimum 70% threshold required):

• Company Experience (30% weighting):
• 3+ relevant reference letters (last 10 years): 5 points
• 2 reference letters: 3 points
• 1 reference letter: 1 point
• 0 reference letters: 0 points
• Reference letters must be signed, dated, on client letterhead, and include work date, company name, and contact details.
• Team Leader/Manager Experience (25% weighting):
• 10+ years in radio communications engineering: 5 points
• 8-9 years: 3 points
• 7-8 years: 1 point
• <7 years: 0 points
• Submit CV clearly indicating experience and responsibilities.
• Methodology and Approach (25% weighting):
• Detailed methodology covering site inspections, lifecycle analysis, EOL/EOS, RUL, and reporting: 5 points
• Covers 2-3 criteria: 3 points
• Covers <2 criteria: 1 point
• No methodology: 0 points
• Quality of Reporting and Deliverables (20% weighting):
• Evidence of structured reports with lifecycle analysis, risk register, and recommendations: 5 points
• Covers 2 of 3 criteria: 3 points
• Covers 1 of 3 criteria: 1 point
• No evidence: 0 points