Maintenance and repairs of UPS (pss gp810 10 kva) at samsa east london office — 3-Year contract with bi-annual servicing

Closing date: 17 September 2026 at 11:00. Issue date: 10 September 2026. No compulsory briefing or site visit stated in the document.

SCM and technical enquiries: Prince Kotu, telephone 012 366 2600, email [email protected]. Quotation submissions: [email protected].

Submit via email to [email protected] by 11:00 on the closing date. Quotations must be on the official forms provided or in the manner prescribed in the RFQ document. Late quotations will not be accepted. Each party in a consortium, joint venture, or sub-contracting arrangement must submit a separate TCS certificate/PIN or CSD number. If no TCS PIN is available but the bidder is registered on the Central Supplier Database, a CSD number must be provided. The successful bidder may be required to sign a written contract form (SBD 7) for the long-term service. Returnable forms: SBD 1 (Invitation to Quote), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim). All forms must be completed, signed, and submitted with the quotation.

Quotation on official forms; signed SBD 1 (RFQ), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim); recent CSD report (not older than 3 months); tax PIN certificate; valid B-BBEE certificate or sworn affidavit; CK1/CIPC registration document; ID copies of all listed owners per CSD; proof of address; medical certificate/assessment (if claiming disability points).

Two-stage evaluation: mandatory compliance first, then functionality and price/preference. Mandatory compliance requires a valid COIDA letter of good standing and confirmation of adequate resources within close proximity to the SAMSA East London office (18 Marine Terrace, Quigney), indicating whether service is in-house or outsourced. Failure to meet either disqualifies the bid. Functionality (100 points, minimum 75 points to proceed): Company Experience (50 points) — comprehensive company profile with project portfolio of at least three completed or ongoing UPS-related projects, with contactable references. Team Experience & Qualification (50 points) — Technician Trade Test Certificate (Electrician) (20 points); Technician CV showing UPS experience: 5+ years = 30 points, 2 to <5 years = 15 points, <2 years = 0 points. Price and specific goals evaluated under 80/20 (up to R50 million) or 90/10 (above R50 million) preference point system. Specific goals: HDI equity ownership (7 points), women equity (5 points), disability equity (2 points), youth equity (3 points), locality (3 points) for 80/20; HDI (4), women (2), disability (1), youth (1), locality (2) for 90/10. Supporting documents required for each goal claimed.

Maintenance and repair of UPS equipment at SAMSA East London office (18 Marine Terrace, Quigney, East London) for three years, with routine servicing every six months. Equipment: PSS GP810 10 kVA (serial numbers 110029899A and 93334400013). Six-monthly service inspection/health check includes: voltage parameter tests, charger and inverter tests, battery float tests, battery runtime tests, cleaning of UPS, blowing out dust build-up, execution and maintenance of UPS Service Plan. 24-hour call-out service mandatory. Faulty parts replacement per stipulated pricing model. Hired UPS equipment to be provided when necessary, subject to quotation approval. Service reports required for IT Management after each service. All reported faults must be attended to and repaired within the next business day. Quarterly meetings with Account Manager required. SLA to be drafted after appointment. Ad-hoc support and change requests outside scope quoted separately with hourly rate. Service provider must have experience with PSS GP10 UPS systems or equivalent.

Company: minimum three completed or ongoing UPS maintenance/repair projects with contactable references. Technician: Trade Test Certificate (Electrician) mandatory; CV demonstrating UPS experience: 5+ years = 30 points, 2 to <5 years = 15 points, <2 years = 0 points. Technician named in CV must perform the work; any substitution requires SAMSA approval. Account Manager with access to competent technical resources required.

Three-year pricing table with bi-annual service rates, normal and after-hours call-out fees, travel per km, and contingency markup on R10 000 for replacement parts. All prices inclusive of VAT and fixed for contract duration. Parts outside scope: market cost plus maximum 25% markup, pre-approved. Travel payable from supplier's registered address. Contingency usage subject to SAMSA pre-approval. Summary total across three years required.

Pricing schedule (Annexure B) requires rates for three years, inclusive of VAT. Bi-annual service cost (two services per year) for 10 kVA UPS. Normal office hours call-out fee (estimated 24 per year). After-hours call-out fee (estimated 24 per year). Travel distance per km (estimated 100 km per year). Contingency for replacement parts: bidder must state percentage markup on R10 000.00 for parts. Costs for parts outside scope pre-approved and charged at market cost plus maximum 25% markup. Travel claims payable only for kilometres from supplier's registered business address. Prices must remain valid for contract duration. Contingency fees usage subject to SAMSA pre-approval. Estimated call-out and travel costs are outside service intervals and billed as per usage.

Mandatory: valid COIDA letter of good standing; confirmation of local resources within close proximity to SAMSA East London office (in-house or outsourced); CSD registration (report not older than 3 months) or SARS TCS PIN; tax compliance; not a person in service of the state. B-BBEE: valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points. Company registration (CK1/CIPC). ID copies of all listed owners per CSD report. Proof of address (utility bill, bank statement, or municipal councillor's letter) for locality points. Medical certificate/assessment if claiming disability equity points. SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim) must be completed and signed. Foreign suppliers must complete the foreign supplier questionnaire.

Preference points under PPPFA 2022: 80/20 (≤R50m) or 90/10 (>R50m). Specific goals and points (80/20): HDI equity 7, women equity 5, disability equity 2, youth equity 3, locality 3. (90/10): HDI 4, women 2, disability 1, youth 1, locality 2. Supporting documents: ID copies, CIPC registration, B-BBEE certificate for equity claims; medical certificate for disability; proof of residence for locality. No points awarded without proof. SAMSA may verify claims at any time.

COIDA compliance mandatory: valid letter of good standing required. Technician must be a qualified artisan authorised to perform electrical work (Trade Test Certificate). No additional OHS or safety plan requirements stated.

Contract duration: three years. Routine servicing every six months. 24-hour call-out service mandatory. SLA to be drafted and agreed after appointment. Successful bidder may be required to sign SBD 7 contract form. General Conditions of Contract (GCC) apply, plus any special conditions. Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations, 2022 apply if value exceeds R2 000. SAMSA reserves the right to verify all information; false claims may lead to disqualification, cost recovery, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution. Bidder must certify that the bid was prepared independently, without collusion, and that no undisclosed communications occurred with the procuring institution. Any changes to the assigned technician require SAMSA approval.

RFQ subject to PPPFA 2000 and Preferential Procurement Regulations 2022 if value > R2 000. GCC applies plus any special conditions. SBD 7 contract form may be required. SAMSA may verify claims; fraudulent claims lead to disqualification, cost recovery, contract cancellation, up to 10-year restriction from state business, and possible criminal prosecution. Bidder certifies independent bid preparation, no collusion, no undisclosed communications with SAMSA. Technician changes require SAMSA approval. Contingency and ad-hoc costs require pre-approval.

Mandatory: COIDA letter of good standing; local resource confirmation (in-house or outsourced) near East London office; CSD report (≤3 months) or TCS PIN; tax compliance; not in service of the state. B-BBEE certificate or sworn affidavit for preference points. Company registration (CIPC). Owner ID copies. Proof of address for locality. Medical certificate for disability claims. SBD 1, SBD 4, SBD 6.1 completed and signed. Foreign suppliers: complete foreign supplier questionnaire.

Mandatory compliance gate: COIDA, local resources, tax/CSD, no state employees. Functionality (100 points, 75-point threshold): Company Experience 50 points (profile + 3 UPS projects); Team Experience & Qualification 50 points (Trade Test 20 points, UPS experience 30 points). Price/preference: 80/20 or 90/10 depending on total value. Specific goals: HDI, women, disability, youth, locality equity ownership with documentary proof. Points only awarded with supporting documents.