Supply, installation & commissioning of fire suppression systems at 6 radar sites – open tender in gauteng

Enquiries:

• Department: SCM: Acquisition Department, South African Weather Service
• Email: [email protected]
• Enquiries must be submitted in writing not later than 5 days prior to the closing date.

Submission method: electronic only, via the e-Tender platform at https://www.etenders.gov.za/

Tutorial for uploading bid documents: https://youtu.be/B7pNseNJYHM

Bids must be submitted before the closing time; late responses will not be considered.

Bids must be submitted on the official forms provided, not re-typed. Bidders must initial all pages.

Returnable documents (all must be completed and submitted):

• Annexure A (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• Annexure B (General Conditions of Contract): acknowledges the GCC terms.
• Annexure C (Bidder's Disclosure): discloses any interest or relationship with the state.
• Annexure F (Preference points claim form): claims B-BBEE preference points under the Preferential Procurement Regulations 2022.
• Annexure G (Pricing Schedule and Financial Proposal): priced offer.
• Annexure H (Specifications / Terms of Reference) together with the bidder's technical/functional response.
• Annexure i (POPIA supplier consent form): consents to processing of personal information.
• Any other documentation issued with the bid.

Disqualification risks:

• Submission not via the e-Tender platform.
• Incomplete standard bidding documents.
• Bid not in the prescribed format.
• Late submission.
• Failure to provide requested audited financial statements.
• Unverifiable reference letters or OEM accreditations.

Evaluation stages and rights:

• SAWS may reject bids not according to specifications, with incomplete standard bidding documents, or where the bidder has committed corrupt or fraudulent acts.
• SAWS may request further information, conduct site inspections, and run reference/background checks.
• SAWS may not award if the bid price is not market related or if tax matters are not in order.
• SAWS may award in totality to one bidder or partially to more than one.
• Shortlisted bidders may be required to present their service offering to the evaluation committee.
• A due diligence site visit may be conducted at the bidder's premises to verify capacity and information submitted.
• Reference letters and OEM accreditations will be verified; unverifiable claims may lead to score adjustment or disqualification.

Preference points:

• B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points claimed under the Preferential Procurement Regulations 2022.

Scope: Supply, delivery, installation, testing, and commissioning of new fire suppression systems at six (6) radar sites.

Validity period: 90 days from the closing date of the bid.

The successful bidder must have duly approved operational premises with the necessary infrastructure and relevant accreditation.

A due diligence site visit will be carried out at the bidder's premises before award to verify capacity.

The successful bidder must conclude a Service Level Agreement (SLA) with SAWS, which will form part of the supply agreement, and provide a scorecard on how service delivery is measured.

No specific quality management requirements are stated beyond the general requirement that goods must conform to the standards mentioned in the specifications and the GCC warranty provisions.

Payment terms: Payments to creditors for goods delivered / services rendered will be settled within 30 days from receipt of an invoice.

SAWS may request the bidder's latest audited financial statements prior to award to ascertain financial stability; failure to provide may result in rejection.

Performance security: Within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the Special Conditions of Contract (SCC). The security may be a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.

Tax compliance:

• Bidders must comply with tax obligations and submit a SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate.
• Where no TCS PIN is available, a CSD number must be provided.
• Consortia, joint ventures, and sub-contractors must each submit a separate TCS certificate/PIN/CSD number.
• No bids will be considered from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Foreign suppliers with no SA tax obligations must complete the questionnaire in Annexure A; SAWS will submit the completed form to SARS for confirmation of tax obligations.

B-bbee:

• A B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.

CSD registration: Required; CSD number must be provided if no TCS PIN is available.

Subcontracting: Proof of subcontracting arrangement between main tenderer and subcontractor must be submitted.

Joint ventures, consortia, trusts, or partnerships: A signed teaming agreement must be submitted.

The successful bidder will be required to sign a written contract form (SBD7).

No specific health and safety requirements are stated in the document.

General Conditions of Contract (GCC) apply and may not be amended; Special Conditions of Contract (SCC) supplement the GCC and prevail in case of conflict.

Key GCC provisions:

• Performance security: within 30 days of award, furnish security as specified in SCC; returned within 30 days after completion of obligations.
• Warranty: goods must be new, unused, and free from defects; warranty valid for 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier.
• Payment: within 30 days of invoice submission.
• Prices: must not vary from quoted bid prices unless authorised.
• Delays: penalties may be deducted from contract price at the prime interest rate per day of delay.
• Termination for default: SAWS may terminate if supplier fails to deliver or perform, or engages in corrupt/fraudulent practices; supplier may be restricted from doing business with the public sector for up to 10 years.
• Force majeure: supplier not liable for delays due to force majeure events.
• Disputes: parties to attempt amicable resolution, then mediation, then court.
• Limitation of liability: supplier not liable for indirect/consequential loss; aggregate liability limited to contract price.
• Governing law: South African law; contract in English.
• Taxes: local supplier responsible for all taxes until delivery; no contract with bidder whose tax matters are not in order.
• Prohibition of restrictive practices: collusive bidding prohibited; may be referred to Competition Commission.
• Indemnity: supplier indemnifies SAWS against third-party claims of infringement of patent, trademark, or industrial design rights.
• SLA: successful bidder must conclude a Service Level Agreement with SAWS.
• POPIA: personal information processed in accordance with POPIA and SAWS policy.

Bids must be submitted on official forms, not re-typed. Bidders must initial all pages.

The successful bidder will be required to sign a written contract form (SBD7).

SAWS reserves the right to reject bids not in prescribed format, with incomplete standard bidding documents, or where the bidder has committed corrupt or fraudulent acts.

SAWS may request further information, conduct site inspections, and run reference/background checks.

SAWS may cancel the bid if needs change, funds unavailable, no acceptable tenders, or material irregularities.

Bidders bear all costs of attending briefings and preparing bids.

SAWS may request audited financial statements.

Subcontracting proof required.

Shortlisted bidders may be required to present to evaluation committee.

Due diligence site visits may be conducted.

Successful bidders must conclude an SLA.

Joint ventures must submit signed teaming agreement.

Supplier due diligence includes reference letter verification and OEM accreditation verification.

Shortlisted bidders may be required to present their service offering to the evaluation committee. SAWS may conduct site visits to verify firm existence and capacity. Preference points are claimed via Annexure F.