Servicing of turbidimeter and dr3900 spectrophotometer – vaal central water RFQ VCW27/001

Closing date: 25 August 2026, 12:00. No other dates stated.

SCM: telephone (051) 403 0800, fax (051) 422 5333. Technical queries: [email protected]. Submission address: 02 Mzuzu Street, Pellissier, Bloemfontein, 9301.

Submit via email to [email protected] with subject line VCW27/001, or deliver to Vaal Central Water Head Office, 02 Mzuzu Street, Pellissier, Bloemfontein, 9301 (security entrance). Late bids will not be accepted. Bids must be submitted on official forms, not re-typed. Returnable documents: SBD1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – firm prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim). Written quotation must be on company letterhead or stamped. Submit as a one-folder bid. Bidders must respond to clarification requests within 2 days. Proof of authority to sign (e.g. company resolution) must be submitted.

Returnable documents: Enclosed SBD1, SBD 3.1, SBD 4, SBD 6.1 and specification must be scrutinized, completed and submitted together with your quotation. The successful bidder will be required to fill in and sign a written contract form (SBD7). Bid submission details: The supplier offers to supply the goods/services detailed in the specification, with name/position, signature, and date to be completed.

Evaluated under the 80/20 preference point system (Preferential Procurement Regulations, 2022): 80 points for price, 20 points for specific goals. Stage 1 – Responsiveness: pre-qualifiers include fully completed and signed SBD1, SBD 3.1, SBD 4, SBD 6.1; and a reference letter demonstrating experience of a Service Engineer. Other responsiveness criteria: one-folder bid, quotation on letterhead/stamped, SARS Tax Compliance Status Pin, active CIDB status (where applicable), arithmetic error calculation. Bidders failing any pre-qualifier are disqualified. Highest scoring bidder may be awarded, but Vaal Central Water may award to a non-highest scorer on objective grounds.

Scope: annual maintenance and calibration of laboratory instruments. Items: 1) Spectrophotometer DR3900 (HACH) – annual maintenance/calibration including lamp replacement; includes DR/check absorbance standard kit, wavelength checks at 420nm, 560nm, 610nm, COA required. 2) Turbidimeter 2100N (HACH) – annual maintenance including lamp replacement and optics test, calibration range <0.1 NTU to 4000 NTU using valid traceable calibration kit. Calibration must be performed on site. Calibration certificate must be provided. Delivery destination: Vaal Gamagara, Northern Cape. Transport fee must be included in the quotation, not as a standalone item.

Bidder must demonstrate experience via a reference letter that includes the experience of a Service Engineer. This is a pre-qualifying criterion.

Pricing schedule (SBD 3.1) must be fully completed. Items: 1) Spectrophotometer DR3900 (HACH) – annual maintenance/calibration including lamp replacement, with DR/check absorbance standard kit, wavelength checks at 420nm, 560nm, 610nm, COA required. 2) Turbidimeter 2100N (HACH) – annual maintenance including lamp replacement and optics test, calibration range <0.1 NTU to 4000 NTU using valid traceable calibration kit. Include quantities, unit prices, total amounts, VAT at 15%, grand total. Transport fee included. Offer valid for 60 days.

Prices must be firm and inclusive of all applicable taxes. Offer valid for at least 60 days from closing date. Firm delivery period must be indicated. Pricing schedule (SBD 3.1) must be fully completed with quantities, unit prices, total amounts, VAT at 15%, and grand total. Transport fee included. Vaal Central Water reserves the right not to process partial payments on procurement below R1,000,000.00.

Must have a valid SARS Tax Compliance Status PIN (or CSD number if no PIN). Must be registered on Central Supplier Database (CSD). Active CIDB status required where applicable. Bids from persons in service of the state, or companies/close corporations with directors/members in service of the state, will not be considered. For specific goals points, submit: CIPC, CSD and FICA approved documents with address matching municipal statement or lease agreement (for Free State/Northern Cape based companies); copy of ID; medical certificate or Department of Labour letter for disability; B-BBEE certificate or sworn affidavit. Bidders must demonstrate experience via reference letter including experience of a Service Engineer.

Specific goals points (20 points) under 80/20 system. Categories: historically disadvantaged individuals (Blacks, women, youth, people with disability) with >50% ownership – points vary; located in Free State/Northern Cape – 10 points; promotion of B-BBEE companies – 5 points for level 1-2, 0 otherwise. Proof required: certified ID copies, CIPC/CSD reports, medical reports, B-BBEE certificates or sworn affidavits.

Contract subject to General Conditions of Contract (GCC) issued by National Treasury. Successful bidder must sign SBD7 (Contract Form). Vaal Central Water may not process partial payments below R1,000,000.00.

Prices valid for at least 60 days, firm and inclusive of all taxes. Firm delivery period required. Subject to GCC. Vaal Central Water may not process partial payments below R1,000,000.00. Bidders not quoting to specification will not be evaluated further. No specific goals points without valid documents (CIPC, CSD, FICA, ID, medical certificate, B-BBEE certificate or sworn affidavit).

Bidder must submit SARS Tax Compliance Status PIN, active CIDB status (where applicable). Bids from persons in service of the state, or companies/close corporations with directors/members in service of the state, will not be considered. For specific goals, submit proof of ownership (CIPC, CSD, FICA), ID copies, medical certificates where applicable, B-BBEE certificates or sworn affidavits. Demonstrate experience via reference letter including Service Engineer experience.

80/20 preference point system: 80 points price, 20 points specific goals. Stage 1 responsiveness: fully completed and signed SBD1, SBD 3.1, SBD 4, SBD 6.1; reference letter with Service Engineer experience. Other criteria: one-folder bid, quotation on letterhead/stamped, SARS Tax Compliance Status Pin, active CIDB status (where applicable), arithmetic error calculation. Bidders failing any pre-qualifier are disqualified. Highest scoring bidder may be awarded, but Vaal Central Water may award to non-highest scorer on objective grounds.