Garmin inreach subscription management for saeon elwandle (4 devices, 5 years)

Closing date and time: 07 September 2026 at 11:00 am (compulsory). No compulsory briefing session or site visit (marked N/A). Validity period: 60 days from closing date. Contract period: Five (5) years from award.

SCM enquiries: SCM section, email [email protected]. Technical enquiries: Werner Kuntz (Elwandle Technical), email [email protected]. Submission address: Electronic submission via email to [email protected] (PDF only).

Submission method: Email only to [email protected]. Only PDF documents are accepted. Closing date and time: 07 September 2026 at 11:00 am. Late submissions will not be considered. Validity period: 60 days from closing date. One original bid document set required in electronic format (email) for contract signing. Returnable forms (all mandatory unless marked optional): SBD 1 (Procurement Invitation) signed and completed including SBD 4, SBD 6.1 and signed Bid Submission Certificate; Proof of authority (e.g. company resolution); Proof of CSD registration; Valid B-BBEE certificate or Sworn Affidavit (optional for preference points); Garmin Authorisation letter confirming bidder is an authorised Garmin service provider, reseller, distributor or retail agent; InReach Knowledge demonstration — brief overview of Garmin inReach Professional Enable package with key features and services; Garmin Supply Experience — previous invoice, purchase order, or contactable client reference for Garmin devices/subscriptions; Pricing Schedule (SBD 3.2) completed and detailed quotation on company letterhead listing all required specifications. Disqualification risks: any mandatory returnable form left unsigned or omitted; submission after closing time; incomplete SBD 1, SBD 4, SBD 6.1 or Bid Submission Certificate; failure to provide proof of CSD registration; failure to provide Garmin authorisation letter.

Evaluation follows a multi-stage process: Stage 1 — Compliance with submission requirements (returnable documents checklist). Stage 2 — Technical evaluation against specifications (minimum threshold required to proceed). Stage 2A — Written response evaluation per published criteria. Stage 2B — Due diligence interviews or proof of delivery/concept if justified. Stage 2C — Reference checks with referees. Stage 3 — Price/Preference scoring using 80/20 preference point system: Price maximum 80 points (lowest price receives maximum points, others ranked relative to lowest); Specific Goals maximum 20 points allocated per B-BBEE status level and ownership criteria: B-BBEE Level 1-3 = 8 points, Level 4-6 = 6 points, Level 7-8 = 2 points; ≥51% Black-owned = 3 points; ≥51% Black female-owned = 3 points; ≥51% Black youth-owned = 1 point; ≥51% owned by People with Disabilities = 1 point; EME or QSE = 4 points. Valid B-BBEE certificate or sworn affidavit required to claim specific goal points. Stage 4 — Tax compliance verification (7 working days to remedy non-compliance). Stage 5 — Award to highest combined score subject to administrative documentation. Price formula: Ps = 80 × (1 - (Pt - Pmin) / Pmin). Fair pricing tests applied; NRF may negotiate price only with highest-ranked bidder if outside fair price range.

Scope: Appoint a service provider to manage Garmin inReach Professional Enable subscription payments for four (4) existing Garmin GPSMAP 86i devices (serial numbers provided to winning bidder) on behalf of SAEON Elwandle Node. Contract period: Five (5) years. Core services: Activation, monthly subscriptions, usage charges, subscription management and payment facilitation to Garmin. Ad-hoc flexibility: Ability to add/remove devices and change subscription packages without new contract. Provisional sum: R30,000 set aside for ad-hoc charges (usage charges, additional subscriptions/devices, subscription changes, cancellation/suspension fees, reactivation fees, Garmin-imposed service changes) — not guaranteed expenditure, utilised at SAEON's sole discretion. Service hours: Normal working hours Monday to Friday 08h30-17h00 excluding public holidays; additional hours by mutual agreement based on severity. Performance levels: Downtime due to non-payment of Garmin inReach account without prior communication to SAEON — 5% penalty, non-performance may lead to termination (GCC 22); 5-year account management failure to execute service plans per schedule — non-performance may lead to termination (GCC 22). Communication: Written only (mail, delivery, email) referencing contract and purchase order numbers. OHS: Personnel on NRF sites require safety induction, PPE (closed safety shoes, hard hats, height safety equipment, high-visibility vests), compliance with OHS Act, valid COID Letter of Good Standing, Section 37.2 agreement, health and safety plan, signed indemnity forms.

The NRF compares each bidder’s pricing proposal on an equal and fair comparison basis

equitable to all bidders, taking into account all aspects of the bid’s pricing requirements

including the application of fair pricing tests as set out below in the section “Insufficiency of

Funds”.

Pricing (SBD 3.2) in this document to be ❑

completed and a detailed quotation supplied M Yes Pages 09-11

listing all required specifications ❑ No

Eligibility criteria (go/no-go)

Bidder’s

on

document

Minimum

2 Fully completed pricing schedule ❑ YES ❑ Documents’

(SBD 3.1) and a quotation on the NO Due diligence

company letterhead, and all Returnable of

returnable documents submitted. Eligibility on

Detailed specifications provided on ❑ YES ❑ Detailed

the quotation have met the scope of NO Specifications.

work required.

Sbd 3.2: Pricing detail

of 22 Ver. Standard 2018-6bRFQ/SAEON/ELWANDLE/INREACH SUBSCRIPTION/142/2026

Sbd 3.2: Pricing detail

specified NRF price delivery point and includes value- added tax, income tax,

unemployment insurance fund contributions, and skills development levies in terms of

General Conditions of contract clauses 12, 32.1 and 32.2.

Price Delivery Point: In cases where different delivery points influence the pricing, the

bidder submits a separate pricing schedule for each delivery point.

9 Detail Pricing Support: Detailed information e.g. costed bill of quantities is optional where

not stated in the price schedule below and is provided as an annexure to the details

included in this SBD 3

10 Application of Preference Points: Pricing is subject to the addition of Preference Points as

stipulated below - Standard Bidding Document 6.1 Preference claim form.

Pricing schedule 3.2

A. Known expenditures (Cost and services known over the duration of the contract period)

even where integrated in this document:

Invitation to Bid (SBD 1) Specification(s) set out in this Quotation Invitation

inclusive of any annexures thereto

Bidder’s responses to this invitation as Pricing Schedule(s) (SBD3) including detailed

attached to this document schedules attached

Local Content and Local Manufacturing Certification (SBD 6.2) in accordance with the SABS

standard

of 22 Ver. Standard 2018-6bRFQ/SAEON/ELWANDLE/INREACH SUBSCRIPTION/142/2026

Bid submission certificate form - (sbd 1)

Declaration of Interest (SBD4) General Conditions of Contract and

special/additional conditions of contract as set out in

this document

Preference (SBD 6.1) claims for Broad Based Black Economic Empowerment Status Level of

Pricing schedule: SBD 3.2 (firm prices for known expenditures, estimated quantities for ad-hoc). Prices in South African Rands, fully inclusive of VAT, income tax, UIF, SDL. Price delivery point: as specified. Known expenditures (Year 1): Activation fee (once-off, 4 devices), Monthly fee (per device per month × 4 × 12 months), Service and subscription management fee (per device per year × 4). Estimated annual cost increases for Years 2-5: percentage increase for monthly fee and service/management fee per unit (for evaluation only, not guaranteed). Provisional sum: R30,000 for ad-hoc charges (not guaranteed). Contract ceiling price: cumulative verified invoices at contract expiry. Price adjustments: per Special Conditions of Contract clause 17.1, risk shared equally between NRF and contractor. Firm quantities for current period; estimated quantities for future periods. Written purchase orders issued for actual quantities with guaranteed funding. No two-envelope system. Validity period: 60 days from closing.

Mandatory: CSD registration (Master Registration Number); SARS tax compliance (TCS PIN or printed TCS certificate); SBD 1 signed and completed including SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Bid Submission Certificate; Proof of authority (company resolution); Garmin Authorisation letter (authorised service provider/reseller/distributor/retail agent); InReach Knowledge demonstration; Garmin Supply Experience evidence (invoice, PO, or client reference); Completed SBD 3.2 pricing schedule and detailed quotation on company letterhead. Optional for preference points: Valid B-BBEE certificate or Sworn Affidavit (EME/QSE). Foreign bidders: complete SBD 1 tax questionnaire; NRF obtains SARS Confirmation of Tax Obligations letter. No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service. Fronting verification per DTI guidelines — 7 days to prove no fronting if notified, else bid/contract invalidated and possible 10-year restriction. Collusion, fraud, corruption disqualification. General Conditions of Contract (GCC) with Special Conditions of Contract (SCC) apply; SCC prevails over GCC.

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Terms and conditions for bidding (sbd 1b)

Stage 2A – Evaluation of Bids against Specifications including Quality

The NRF evaluates each bidder’s written response to the specifications issued in accordance

with published evaluation criteria set as in Section D.

Stage 2B – Due Diligence Interviews or Proof of Delivery/Concept against Specifications

offered. Where these tests reflect pricing outside of the established fair price range, the

evaluators may recommend price negotiation. The NRF only negotiates price, and no other

component, with the winning bidder or, where that bidder refuses negotiation, with the next

ranked bidder in the price/preference ranking until a market related price is achieved.

Sbd 1 signature

Nb: failure to provide / or comply with any of the above particulars may

where cellular coverage is often limited or unavailable. To improve emergency communication

capability, SAEON intends to leverage the Garmin inReach functionality available on its existing

Garmin GPSMAP 86i devices, providing a reliable satellite-based communication solution

without the need for additional handheld hardware.

of 22 Ver. Standard 2018-6bRFQ/SAEON/ELWANDLE/INREACH SUBSCRIPTION/142/2026

The National Research Foundation cannot amend the National Treasury’s General Conditions

of Contract (GCC). The National Research Foundation therefore appends Special Conditions

of Contract (SCC) providing specific information relevant to a GCC clause to its the National

Treasury’s General Conditions of Contract. Special Conditions specific to this bid contract are

set out in this document.

of the NRF.

2 Communication: The contracted parties communicate in writing through mail, delivery,

or email. The contracted party states the contract number and purchase order number, if

the latter is applicable, on communication documentation. The contract party does not act

upon any communication without the contract number or must verify such communication

with the assigned NRF contract manager prior to acting upon it.

3 Occupational Health and Safety when working on NRF sites: All personnel

performing work on NRF site/s as part of this contract are responsible to obtain safety

induction.

Over and above the obligations provided by the Occupational Health and Safety Act (OHS

Act No and its Regulations, known as ‘the Act’), the contracted party meets

with all relevant health and safety instructions as given to them by site safety personnel,

where relevant. Personal protection equipment including closed safety shoes, hard hats,

height safety equipment, and high visibility vests are worn at all times while on the work

site. All personnel are to obey the relevant instructions, including signage, related to

restricted access and speed limits on all sites.

The contracted party, once signing the contract (SBD 7), is responsible for itself, its

employees, and those people affected by its operations in terms of the Act the regulations

promulgated in terms thereof. The contracted party performs all work and uses equipment

on site complying with the provisions of the Act.

this bid, where applicable. The contracted party furnishes its registration number with the

office of the Compensation Commissioner. The contracted party enters into a Section

37.2 agreement in terms of Occupational Health and Safety Act (OHS Act No

and its Regulations) that the NRF drafts.

the contracted party’s team (including sub-contracted personnel), submit a signed

indemnity form prior to entering the work site and kept in the contracted party’s health

and safety file.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE IS

regarding this or any other Bid.

I certify that the information furnished in these declarations (SBD 3, SBD 4, SBD 6.1 and SBD 6.2 (if

applicable)) is correct and I accept that the NRF may reject the Bid or act against me should these

declarations prove to be false.

associates do not warrant its accuracy or completeness. The NRF makes no representation,

warranty, assurance, guarantee or endorsements to any provider/bidder concerning the

document, whether with regard to its accuracy, completeness or otherwise and the NRF shall

have no liability towards the responding service providers or any other party in connection

therewith.

increase or decrease the subscription package associated with individual devices, as

operational requirements change. Changes to the number of devices or subscription packages

must be accommodated without requiring a new contract. In addition, a provisional sum will be

set aside to cover ad-hoc service charges that may arise during the contract period. This may

include usage charges, additional subscriptions or devices, subscription changes, and

cancellation or suspension fees associated with the Garmin inReach service. The provisional

sum is not guaranteed expenditure and will only be utilised at the sole discretion of SAEON, as

and when required. SAEON is under no obligation to utilise the full provisional amount. A list of

expenditures covered by the provisional sum can be seen as follows:

• Additional Activation fee.
• Additional Monthly subscription fees.
• Changes to subscription packages.
• Changes to price of subscription packages.
• Reactivation fees.
• Suspension fees.
• Cancellation fees.
• Usage-based Garmin charges (Additional messages, Tracking/location requests or track

points, where chargeable, weather requests, where chargeable, and other chargeable

inReach features specifically offered by Garmin and authorised by SAEON).

• Garmin-imposed changes to applicable service.

1 Pricing Schedule: In terms of General Conditions of contract clause 17.1, the price

schedule remains unchanged for the duration of the contract with the NRF accepting no

changes, extensions, or additional ad hoc costs to the pricing conditions of the contract with

the exception of any price adjustments authorised in the Special Conditions of Contract for

pricing set out below:

2 Firm Quantities over the Contract Period: The NRF requires firm set quantities during

the current period with the time of delivery being determined during the contract period.

3 Estimated quantities over the Contract Period: The NRF may require further quantities

during the current period with the actual quantity and time of delivery being determined

when such quantities are needed. For bidding purposes and to establish the contract ceiling

price, the NRF provides estimated quantities of what its requirements and estimated timing

during the contract period for bidders to establish their pricing. The NRF does not provide

guarantees or commitments that it will order this entire amount during the contract’s life.

and/or services is from the contracted party only.

4 Placement of written purchase orders for actual quantities ordered: The NRF

manages the execution of this contract through the issue of written purchase orders –

stipulating quantity, description, delivery date, and the unit price as et out in this contract -

for the contracted supplies. The NRF, when issuing the written purchase order, guarantees

that the funding is available.

5 Contract Ceiling Price: With these estimates in the bid contract, the contract ceiling price

includes both the firm quantities and the potential future quantities within the contract ceiling

price. The NRF manages the contract within the contract ceiling price by paying only for the

verified deliveries/performances in terms of the clauses of this contract. The cumulative

value of each of these invoices at the expiry of the contract is the actual total contract price.

6 Price Adjustments: In terms of General Conditions of Contract clause 17.1, the price

adjustments with the rules for application are set out below as special conditions of Contract

Clause 17.1.

2 Monthly fee 1x 4 x 12

year

Service and subscription Per device per 3 1 x 4 x 12

management fee year

Estimated Annual Cost Increase (%): Based on four (4) devices. The number of devices and subscription

packages may change during the contract period; therefore, the estimated annual increase is for evaluation

purposes only and does not guarantee the actual amount payable by SAEON.

Year Description Annual % increase

% cost per unit

Monthly fee % increase

Year 2

Service and subscription % cost per unit %

management fee increase

of 22 Ver. Standard 2018-6bRFQ/SAEON/ELWANDLE/INREACH SUBSCRIPTION/142/2026

Initial Purchase (Year 1)

% cost per unit Monthly fee %

increase

Year 3

Service and subscription % cost per unit %

management fee increase

% cost per unit Monthly fee %

increase

Year 4

Service and subscription % cost per unit %

management fee increase

% cost per unit Monthly fee %

increase

Year 5

Service and subscription % cost per unit %

management fee increase

A. Provisional Sum R30 000 (An amount set aside to cover ad-hoc service charges that may arise during

the contract period. This may include usage charges, additional subscriptions or devices, subscription

changes, and cancellation or suspension fees associated with the Garmin inReach service. The

provisional sum is not guaranteed expenditure and will only be utilised at the sole discretion of SAEON,

as and when required. SAEON is under no obligation to utilise the full provisional amount.)

Total contract value of above (ceiling price) r

material and adverse impact on the operations of NRF and that the damages from the

contracted bidder’s failure to meet any performance level is not susceptible to precise

determination.

to the extent that non-performance or delayed performance is solely and directly

attributable to an act or omission of the NRF or its staff or circumstances of force majeure

as referred to in this Agreement.

payment of Garmin live demonstration. termination of contract. (Also refer to GCC

inReach account, without 22)

prior communication with

5 % penalty may be applied SAEON

5 year account Supplier is unable to Issue non-performance which could lead to

management of Garmin execute service plans per termination of contract. (Also refer to GCC

inReach account. the required schedule and 22)

service agreement.

of 22 Ver. Standard 2018-6bRFQ/SAEON/ELWANDLE/INREACH SUBSCRIPTION/142/2026

Sbd 4 bidder’s disclosure

4.2 Name of company/firm...............................................................................

4.3 Company registration number: .....................................................................

4.4 Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.5 I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm

for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in

paragraph 1 of this form;

iii) the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4

and 4.2, the contractor may be required to furnish documentary proof to the satisfaction of the

organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions

of contract have not been fulfilled, the organ of state may, in addition to any other remedy it may

have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that

of 22 Ver. Standard 2018-6bRFQ/SAEON/ELWANDLE/INREACH SUBSCRIPTION/142/2026

Preference points claimed (sbd 6.1)

person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having

to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, be restricted from

obtaining business from any organ of state for a period not exceeding 10 years, after

the audi alteram partem (hear the other side) rule has been applied; and

(e ) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ...............................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

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Bid submission certificate form - (sbd 1)