Turnkey filtration/water treatment system – assessment, design & implementation at national zoological garden, pretoria

Closing date: 22 September 2026 at 11:00. Compulsory briefing session: 11 September 2026 at 11:00 via Microsoft Teams (link provided in tender). Cut-off date for enquiries: 16 September 2026 at 11:00. Contract period: from Stage 1 inception through completion of Stage 6 close-out, plus a 5-year maintenance period commencing after Stage 6 completion.

SCM / Bidding procedure enquiries: email [email protected]. Technical enquiries: L. Cungcu, email [email protected]. Postal address for SCM: Deputy Director: Supply Chain Management, SANBI, Private Bag X101, Silverton, 0184. Submission address: Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria.

Submission method: one sealed envelope containing one pack of original bid documents (technical and financial proposals) and one electronic copy on USB (both proposals). Envelope must be marked with Bid Number SANBI: NZG588/2026 and Bidder's Name. Deliver to tender box at Biodiversity Centre, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria during office hours (08:00–16:00, Monday–Friday). E-mailed and faxed submissions are not accepted. Late submissions will be disqualified. Returnable forms required: SBD 1 (Invitation to Bid – signed offer cover page), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.1/7.2 (Contract Form – to be signed by successful bidder), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), Authority to Sign / Board Resolution. Mandatory documents: CSD registration report or number, signed certificate of attendance from compulsory briefing session, proposed fee/cost structure per pricing guidelines, proof of CIDB grading 4ME or higher, equipment ownership declaration (or letter of intent from plant hire if rented), letter of Good Standing from Compensation Commissioner (COIDA) if applicable. For joint ventures/consortia: each member must submit tax compliance status and CSD registration.

Two-stage evaluation. Stage 1 – Functionality (minimum 70/100 to proceed):

• CVs and qualifications of key professionals (40 points): Lead Consultant – Professional Mechanical Engineer (20 points, scaled by years experience: <5y=0, >5y=5, >10y=10, >15y=15, >20y=20); Professional Electrical Engineer (10 points, same scale up to 20); Professional Quantity Surveyor (5 points: <5y=2, >5y=4, >10y=16, >15y=18, >20y=10); Professional Occupational Health & Safety Agent (5 points: <5y=2, >5y=4, >10y=6, >15y=8, >20y=10). All must hold current professional registration; failure to provide registrations for all key personnel renders bid non-responsive.
• Implementation methodology (10 points): 0=no methodology, 2=poor, 4=average, 8=above average, 10=good; must be project- and location-specific.
• Proposed work plan (10 points): timelines, resource allocation, deliverables.
• Track record (40 points): list of ≥10 similar projects in last 10 years with appointment letters/orders, completion certificates, telephonic references (20 points, 2 per project); five contactable reference letters for similar assignments in last 10 years (20 points, 4 per letter). Supporting documents must be on referee letterhead, dated and signed.

Stage 2 – Price and Specific Goals (80/20 preference point system): Price 80 points, Specific Goals 20 points (Black Ownership 10 points, Female Ownership 10 points, verified via CSD report). Bidders not submitting proof for specific goals forfeit those points. SANBI reserves right not to appoint highest scorer based on unsatisfactory past performance with SANBI or other organs of state.

Scope: Turnkey service provider to assess existing filtration system at Stormy Bay enclosure (installed 2010), provide feasibility/design solution, and implement repairs or new turnkey filtration/water treatment system at National Zoological Garden, 232 Boom Street, Pretoria.

Deliverables by phase:

• Conditional assessment: comprehensive evaluation of operational efficiency, structural integrity, standards compliance, suitability; detailed report with findings, risks, deficiencies, recommendations.
• Component identification: identify components needing repair, refurbishment, upgrade, replacement with justification.
• Design and optimisation: detailed engineering design for improvement or new system; compliance with standards, environmental requirements, NZG operational needs; process flow diagrams, specifications, capacity calculations, system layout.
• Bill of Quantities and pricing: complete itemised BOQ; detailed pricing schedule for supply, installation, commissioning, optional items.
• Implementation and installation: full implementation of approved design; supply all equipment, materials, components; construction, repairs, installation, integration, commissioning; minimal disruption to NZG operations and animal safety.
• Handover documentation: as-built drawings, operation and maintenance manuals, warranties, compliance certificates.
• Maintenance and support: comprehensive 5-year maintenance plan; routine inspections, servicing, repairs, performance optimisation; rapid response to failures.

Professional services required across Stages 1–6 (Inception, Concept & Viability, Design Development, Documentation & Procurement, Construction, Close-out) per relevant Board Notices: Engineering (Mechanical), Engineering (Electrical), Quantity Surveying, Occupational Health & Safety. Lead Consultant (Professional Mechanical Engineer) acts as Principal Agent, manages multidisciplinary team. Key personnel: Lead Consultant (Professional Mechanical Engineer), Professional Electrical Engineer, Professional Quantity Surveyor, Professional Occupational Health & Safety Agent. All must hold valid professional registrations. Replacement of key personnel only with SANBI approval and equivalent or better qualifications.

Bidders must submit a brief description of approach and methodology addressing objectives and specific requirements, demonstrating understanding of scope specific to this project. Methodology scored in functionality evaluation (10 points): 0=no methodology, 2=poor, 4=average, 8=above average, 10=good; must be project- and location-specific. Proposed work plan required with relative timelines, level of effort, clear allocation of roles, responsibilities, resources to deliverables, and indication of sub-contracted tasks with approximate time requirements.

Key personnel minimum qualifications and experience:

• Lead Consultant: Professional Mechanical Engineer (ECSA registered), experience scored: <5y=0, >5y=5, >10y=10, >15y=15, >20y=20 (max 20 points).
• Professional Electrical Engineer: ECSA registered, same experience scale (max 10 points).
• Professional Quantity Surveyor: SACQSP registered, experience: <5y=2, >5y=4, >10y=16, >15y=18, >20y=10 (max 5 points).
• Professional Occupational Health & Safety Agent: SACPCMP registered, experience: <5y=2, >5y=4, >10y=6, >15y=8, >20y=10 (max 5 points).

All must hold current professional registrations; failure to provide for all key personnel renders bid non-responsive.

Track record: >10 years' experience managing similar projects (design, installation, maintenance of infrastructure completed within scope, cost, time, quality). Evidence: list of ≥10 similar projects in last 10 years with appointment letters/orders, completion certificates, telephonic references (2 points per project, max 20). Five contactable reference letters for similar assignments in last 10 years (4 points per letter, max 20). Supporting documents on referee letterhead, dated and signed. Proof of experience managing similar construction works with design review, remedial work, take-over from previous consultants in last 10 years required.

Quality assurance procedures to be agreed and monitored across consultants and contractors. Monthly progress payments reviewed, approved, certified. Monthly cost reports monitored. Testing and commissioning managed, coordinated, monitored by consultants and contractors. Practical completion lists and Certificate of Practical Completion coordinated and issued. Works completion list issued; defect rectification monitored for works completion. Defects liability period: rectification coordinated and managed. Final account preparation and agreement expedited with cost consultants. Final completion defects list and Certificate of Final Completion issued. Project Close-out Report prepared and presented. As-built drawings and design documentation expedited. Operating and maintenance manuals, warranties, guarantees procured. Statutory compliance certificates and documentation procured. Health and Safety file finalised for submission to SANBI.

Pricing schedule (SBD 3.1 – Firm Prices): only firm prices accepted; non-firm prices (including exchange-rate variations) not considered. Ceiling price (lump sum) inclusive of all expenses (travel, accommodation, subsistence, printing) and all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Breakdown required per stage: Stage 1 Inception, Stage 2 Concept & Viability, Stage 3 Design Development, Stage 4 Documentation & Procurement, Stage 5 Construction, Stage 6 Close-out, 5-year maintenance plan, Maintenance Years 1–5 (totals excl. and incl. VAT). Contract amount capped at bid amount. Offer validity: 120 days from closing date. Multiple resources may be proposed for same service; consolidated under one bidding entity. Lead Consultant manages all resources.

Pricing basis: lump sum fee (ceiling price) based on professional fee guidelines under Engineering Profession Act and Construction Health & Safety Professionals Act, inclusive of all expenses (travel, accommodation, subsistence, printing) and all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Contract amount capped at bid amount; Service Provider manages time and costs within budget. Fee breakdown required per stage: Stage 1 Inception, Stage 2 Concept & Viability, Stage 3 Design Development, Stage 4 Documentation & Procurement, Stage 5 Construction, Stage 6 Close-out, 5-year maintenance plan, Maintenance Years 1–5 (totals excl. and incl. VAT). Payment terms: 30 days from date of approved invoice; no upfront payments. Offer validity: 120 days from closing date. Only firm prices accepted; non-firm prices (including exchange-rate variations) not considered. CIDB grading 4ME or higher required. Equipment ownership declaration required; if rented, letter of intent from reputable plant hire.

Mandatory compliance:

• CSD registration (report or number).
• Tax compliance: SARS TCS PIN or printed TCS certificate; if no PIN but registered on CSD, CSD number accepted. Each JV/consortium member must submit separately.
• CIDB grading 4ME or higher.
• Compulsory briefing session attendance with signed certificate in bidding entity name.
• Professional registrations for all key personnel: Professional Mechanical Engineer (ECSA), Professional Electrical Engineer (ECSA), Professional Quantity Surveyor (SACQSP), Professional Occupational Health & Safety Agent (SACPCMP).
• Letter of Good Standing from Compensation Commissioner (COIDA) if applicable.
• B-BBEE status level verification certificate or sworn affidavit (EMEs/QSEs) to claim preference points.
• SBD forms: SBD 1, 3.1, 4, 6.1, 7.1/7.2, 8, 9, Authority to Sign / Board Resolution.
• No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service.
• Compliance with OHSA and Regulations, Compensation for Occupational Injuries & Diseases Act, National Environmental Management Act, National Environmental Management: Waste Act, SANBI Health and Safety specification, COVID-19 regulations.
• Standard Professional Services Contract (CIDB document 1014, July 2009 Third Edition) as preferred contract form.

Minimum SHE compliance requirements:

• Occupational Health & Safety Act (OHSA) and Regulations.
• Staff induction training before commencing work (site familiarisation, evacuation procedures).
• Compensation for Occupational Injuries & Diseases Act.
• National Environmental Management Act.
• National Environmental Management: Waste Act.
• SANBI Health and Safety specification and relevant policies.
• COVID-19 regulations and guidelines (National Department of Health).

Health and Safety Consultant to prepare Health and Safety Specification. Contractor's Health and Safety Plan prepared, approved by H&S Consultant, audited by H&S Consultant. Contractor compliance with H&S Consultant requirements monitored. Health and Safety file produced by H&S Consultant and contractors. Environmental Management Plan prepared by Environmental Consultants. Professional Occupational Health & Safety Agent required as key personnel (valid SACPCMP registration).

Contract form: Standard Professional Services Contract (CIDB document 1014, July 2009 Third Edition). Appointment valid from Stage 1 through Stage 6 completion, plus 5-year maintenance period starting after Stage 6. Gated reviews at each stage; progression subject to budget availability. SANBI may vary, suspend, or terminate scope per Standard Professional Services Contract provisions. Service Provider acts as Principal Agent, responsible for supplying and managing multidisciplinary team, entering contractual arrangements with team members and specialists. Key personnel replacement only with SANBI approval and equivalent/better qualifications. Confidentiality: all SANBI information confidential, not to be disclosed to third parties without written consent. Payment terms: 30 days from approved invoice; no upfront payments. SANBI reserves right to verify information, not appoint, cancel/withdraw tender without liability, disqualify for omissions/inaccuracies/misrepresentation. SANBI not liable for bid preparation costs. Fraud/corruption: any attempt to influence evaluation may result in rejection; proven corrupt/fraudulent acts lead to rejection; disregard for SCM abuse, fraud, corruption, non-performance, or restriction from public sector business.

See main evaluationCriteria field for full detail. Additional note: SANBI reserves right to obtain and consider additional information on bidder past performance beyond returnable documents. Award may be made to bidder not scoring highest total points only per PPPFA section 2(1)(f) based on unsatisfactory past performance with SANBI or other organs of state.