Maintenance of thermal scanners

The tender is for the maintenance of thermal scanners, including servicing, calibration, and repair of 107 Flir E8 Pro units located at various ports of entry and airports across South Africa.

Closing date: 26 August 2026, closing time: 11:00 AM. No briefing session or site visit is mentioned.

Bidding procedure enquiries: [email protected] (no quotes to this email, except enquiries). Technical enquiries: [email protected]. No telephone or fax numbers are provided.

Bids must be submitted electronically via eTender (eSubmission) before the closing time. Late bids will not be accepted. All official forms must be used without retyping; photocopies are allowed but must bear an original signature. Any alterations must be initialed; correcting fluid is prohibited. Bids must be complete in all respects. Returnable documents: SBD 1 (Invitation to Bid), Part B Terms and Conditions, Declaration of CSD Registration, SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim) with B-BBEE certificate or affidavit, SBD 7 (Contract Form), and a board resolution authorising the signatory. Proof of authority (e.g., company resolution) must be submitted. Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered. Failure to provide or comply with any required particulars may render the bid invalid.

Required documents: SBD 1 (Invitation to Bid), Terms and Conditions for Bidding (Part B), Declaration of CSD Registration, SBD 3 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim) with BBBEE certificate or affidavit, SBD 7 (Contract Form).

Evaluation follows administrative and mandatory compliance checks. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals. Specific goals and points: Black ownership (10 points: 100% = 10, ≥51% = 5, >0% and <51% = 2, 0% = 0), Women ownership (4 points: 100% = 4, ≥51% = 2, >0% and <51% = 1, 0% = 0), Youth ownership (3 points: 100% = 3, ≥51% = 2, >0% and <51% = 1, 0% = 0), Military Veterans ownership (3 points: 100% = 3, ≥51% = 2, >0% and <51% = 1, 0% = 0). Bidders must submit proof of B-BBEE status to claim these points; failure to do so means no preference points are claimed. The BMA reserves the right to negotiate with shortlisted bidders before or after award.

Scope: The service provider must thoroughly check, examine, inspect, service, maintain, and calibrate all 107 thermal scanners (Flir E8 Pro). Work includes software upgrade to the latest version, repair of damages, replacement of damaged parts, general maintenance, and issuing maintenance reports and calibration certificates. The scanners are located at various ports of entry and airports across South Africa; a detailed list of locations and quantities is provided in the document. The bidder must be ISO/IEC 17025 accredited for thermal scanner maintenance and calibration, and must provide at least 3 reference letters from previous clients, dated, signed, and not older than 5 years.

The service provider must perform the following: thoroughly check, examine, inspect, service, maintain, and calibrate all 107 thermal scanners. This includes software upgrade to the latest version, repair of damages, replacement of damaged parts, and general maintenance of equipment. The provider must issue maintenance reports and calibration certificates for each scanner.

The bidder must be ISO/IEC 17025 accredited for thermal scanner maintenance and calibration. The bidder must provide at least 3 reference letters from previous clients, on the client's letterhead, dated, signed, and not older than 5 years.

The bidder must be ISO/IEC 17025 accredited for thermal scanner maintenance and calibration. The accreditation certificate or letter must be attached. The bidder must provide at least 3 reference letters from previous clients, on the client's letterhead, dated, signed, and not older than 5 years. Goods supplied must conform to the standards in the bidding documents. The purchaser may inspect the supplier's premises and records at all reasonable hours. Pre-bidding testing is for the bidder's account. Non-compliant supplies may be rejected and must be replaced at the supplier's cost.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices will be accepted. The offer must be valid for 120 days from the closing date. The schedule covers the maintenance and calibration of 107 thermal scanners (Flir E8 Pro). Prices must include all applicable taxes (VAT at 15%) and all delivery costs. The total cost must cover all costs associated with the service.

Pricing must be on a firm price basis only; non-firm prices (including those subject to exchange rate variations) will not be considered. The offer must be valid for 120 days from the closing date. Prices must include all applicable taxes (VAT at 15%) and all delivery costs. Payment will be made in South African Rands on a fixed price inclusive of VAT, within 30 days of receipt of an approved invoice, against key deliverables. Disbursements must not exceed 10% of the total amount paid and require original receipts for expenses agreed in advance. The successful bidder will be required to sign a written contract (SBD 7).

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid CSD number or SARS Tax Compliance Status (TCS) PIN. A printed TCS certificate may also be submitted. For consortia, joint ventures, or subcontractors, each party must submit a separate TCS certificate/PIN/CSD number. Bidders must submit a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to claim preference points. Bids from persons in the service of the state, or companies with directors who are state employees, will not be considered. Foreign suppliers must complete the foreign supplier questionnaire. Service providers are not allowed to utilise employees who are non-South African citizens unless vetted and holding a work permit.

The contract will be governed by the General Conditions of Contract (GCC). The supplier warrants that goods are new, unused, and free from defects for 12 months after delivery or 18 months after shipment, whichever is earlier. Payment will be made in Rand within 30 days of invoice. Prices are firm and cannot vary. No contract amendments except by written agreement. The supplier may not assign obligations without consent. Subcontracts must be notified in writing. Delays may incur penalties calculated at the prime interest rate per day of delay. The purchaser may terminate for default, including corrupt or fraudulent practices, and may restrict the supplier from doing business with the public sector for up to 10 years. Performance security may be required within 30 days of award.

The BMA reserves the right to call for presentations, accept bids in whole or in part, not make an award, award to more than one respondent, request further information, verify information, withdraw or amend bid conditions, remedy incorrect awards, and apply objective criteria. Service providers are not allowed to utilise employees who are non-South African citizens unless vetted and holding a work permit. The BMA reserves the right to negotiate with shortlisted respondents prior to and/or post award.

Bidders must comply with tax obligations and submit a SARS TCS PIN or CSD number. Bids from persons in the service of the state or companies with directors in the service of the state will not be considered. Failure to comply may render the bid invalid. The bidder must be ISO/IEC 17025 accredited and provide reference letters.

Evaluation is based on administrative and mandatory compliance. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (Black ownership 10, Women ownership 4, Youth ownership 3, Military Veterans ownership 3).