Supply and delivery of one box-corer system for the south african polar research infrastructure (sapri)

Compulsory briefing session: 20 August 2026 at 11:00 AM via Google Meet. Video call link: https://meet.google.com/grp-riud-bpf. Dial: (ZA) +27 10 823 0521 PIN: 727 820 059 #. More phone numbers: https://tel.meet/grp-riud-bpf?pin=2595019443770. Closing date: 04 September 2026 at 11:00 AM. Bid validity period: 90 days from closing date.

Bidding procedure and technical enquiries: Supply Chain Management, telephone 012 534 3618, email [email protected]. Enquiries must be submitted seven (7) working days before the closing date.

Bids must be submitted electronically via the SAEON tenders email ([email protected]) or the National Treasury e-submission portal (https://admin.etenders.gov.za). Use the two-folder system: First Folder part A (Bid Forms and Compliance Response), First Folder part B (Technical Response), and Second Folder (Financial quote). No financial information may appear in the first folder. Late bids will not be accepted. Bids must be submitted on official forms (not re-typed). Required returnable documents include SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), tax compliance documentation, CSD report, business/company profile, and two written references on Annexure A. Each member of a joint venture or consortium must submit separate SBD 1, 4, and 6.1 forms. The successful bidder must sign SBD 7.1 (Contract Form).

Bids must be submitted in two electronic folders: First Folder part A (Bid Forms and Compliance Response), First Folder part B (Technical Response), and Second Folder (Financial quote). Submission via [email protected] or National Treasury e-submission at https://admin.etenders.gov.za. Required returnable documents include SBD1, SBD3.1, SBD4, SBD6.1, tax compliance documentation, CSD report, business/company profile, and two written references on Annexure A. Each member of a joint venture or consortium must submit separate SBD 1, 4, and 6.1 forms.

Evaluation is in three stages. Stage 1: Submission of returnable documents and forms – all mandatory criteria must be met to proceed. Stage 2: Functionality requirements – mandatory evidence required for supply of the box-corer, spare components, maintenance documents, warranty, and ISO 9001:2015 compliance. Failure to submit evidence results in disqualification. Stage 3: Price and preference – 80 points for price and 20 points for preference, total 100 points. Bids must meet minimum requirements for Stage 2 to proceed to pricing.

Supply one box-corer system with the following specifications: sampling area 0.25 m2, removable box configuration, core dimensions 50 x 50 x 65 cm, maximum penetration depth approximately 65 cm, constructed of marine-grade stainless steel, approximate weight 565 kg, rated for deployment to full ocean depth (6000 m), supplied with deck stands including lashing points and support feet, and a no-load release mechanism. Manufacturing specifications: 316L stainless steel thicknesses – plate work 6mm, sample box 4mm, blades 5mm, arms 12mm; welding type MIG and TIG; ISO 9001:2015 compliant. Additional requirements: polycarbonate sampling windows and cover plates on the side of the sample box (dimensions 313 x 25 mm). Spare components: two additional marine-grade stainless steel sample boxes with the same dimensions and modifications, plus all required connection and attachment equipment between the box-corer and vessel winch, including winch interface details. Maintenance, documentation, and support: provide SOPs, maintenance manuals, user manuals, technical specification sheets, minimum deployment requirements, servicing schedules, expected operational lifespan, spare parts availability and lead times, warranty coverage and after-sales support. Warranty: manufacturer's warranty covering defects, manufacturing, and normal operations for 2 years from date of shipment.

The scope of work includes the supply of one box-corer system with specific specifications: sampling area 0.25 m2, removable box configuration, core dimensions 50 x 50 x 65 cm, maximum penetration depth 65 cm, marine-grade stainless steel construction, approximate weight 565 kg, rated for deployment to 6000 m depth, supplied with deck stands, and a no-load release mechanism. Manufacturing specifications include 316L stainless steel thicknesses (plate 6mm, sample box 4mm, blades 5mm, arms 12mm) and MIG/TIG welding. Additional requirements include polycarbonate sampling windows and cover plates. The supplier must provide two additional sample boxes and all connection/attachment equipment for the winch interface.

Bidders must provide two written references or contact details for customers/clients for whom they have completed the supply of a specified box-corer. A business or company profile must also be submitted.

The box-corer must be ISO 9001:2015 compliant. The supplier must provide documentation confirming whether the equipment can be maintained locally without compromising warranties, and provide detailed standard operating procedures (SOPs), maintenance manuals, and user manuals. The supplier must also provide recommended servicing schedules and confirm the expected operational lifespan.

Pricing must be submitted in a separate electronic folder. The pricing schedule (SBD3.1) or official quotation on company letterhead must be completed. No arithmetic errors are allowed. The price offer must state country of origin, brand details, and model details, and must comply with the scope of work and equipment specifications. Targeted procurement points claimed must be supported by independent verification.

Pricing must be submitted in a separate electronic folder. Complete the pricing schedule (SBD 3.1) or provide an official quotation on company letterhead. No arithmetic errors are allowed. The price offer must state country of origin, brand details, and model details, and must comply with the scope of work and equipment specifications. Targeted procurement points claimed must be supported by independent verification.

Bidders must comply with tax obligations and provide a CSD number or SARS PIN, and may submit a printed TCS certificate. 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. Bids must be submitted on official forms. The successful bidder must sign SBD 7.1. Bids must be valid for 90 days from closing date. Required forms: SBD 1 (Invitation to Bid), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 3.1 (Pricing Schedule).

The box-corer must be supplied with deck stands including lashing points and support feet for safe storage and handling onboard vessels. The supplier must indicate the minimum deployment requirements, including winch capacity and vessel infrastructure, necessary for safe and effective operation.

The contract is subject to the Preferential Procurement Policy Framework Act, 2000, the General Conditions of Contract (GCC), and any other legislative requirements. The successful bidder must sign SBD 7.1. The NRF communicates in writing including through email and maintains all contract documentation. The NRF allocates a contract number with secondary reference numbers (e.g., purchase order numbers) and requires any communication to contain the contract number. The contractor appoints a contract manager and notifies the other party in writing. Performance management includes review of performance levels, penalties for non-delivery, and potential termination under GCC clauses 22 and 23. The supplier must provide a manufacturer's warranty for 2 years from date of shipment.

The contract period and commencement date are specified in Part C. Special conditions of contract are included in E1. The successful bidder will be required to sign SBD7.1. The contract is subject to the Preferential Procurement Policy Framework Act, 2000, the General Conditions of Contract (GCC), and any other legislative requirements.

Bidders must comply with tax obligations, provide a CSD number or SARS PIN, and submit a TCS certificate if applicable. 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. Bids must be submitted on official forms, and the successful bidder must sign SBD7.1. Bids must be valid for 90 days from closing date.

Evaluation is in three stages. Stage 1: Submission of returnable documents and forms (mandatory criteria must be met). Stage 2: Functionality requirements (mandatory evidence required for supply of box-corer, spare components, maintenance documents, warranty, and ISO 9001:2015 compliance). Stage 3: Price and preference, with 80 points for price and 20 points for preference, total 100 points. Bids must meet minimum requirements for Stage 2 to proceed to pricing.