Supply and delivery of elastomer consumables and components for koeberg operating unit (12-Month contract)

The tender covers the supply and delivery of various elastomers consumables and components at Koeberg Operating Unit for a 12-month period. The scope is split into multiple technical criteria sheets, each referencing specific Eskom specification numbers (DSG series) that define the required product characteristics, certifications, and shelf-life conditions.

Functional evaluation scoring:

• Each sub-category is scored 0 (0%, does not meet), 1 (50%, partial meet large gap), 2 (75%, partial meet small gap), or 3 (100%, meet).
• Category scores are weighted averages; a category is 'Meet' at 70-100% and 'Does not meet' at 0-69%.
• Overall recommendation: RECOMMENDED, NOT RECOMMENDED, or RE-EVALUATE.
• Quality weighting: 0.55, Technical: 0.4, Previous Experience: 0.05.

Scope covers supply and delivery of various elastomers consumables and components at Koeberg Operating Unit for 12 months.

Technical criteria reference multiple Eskom specifications:

• Graphite gaskets: DSG-310-232 and DSG-317-094
• PMUC commodities: DSG-317-094
• Non-PMUC commodities: DSG-314-266, DSG-312-085
• PMUC commodities (Q3/L3, Q4/L3): DSG-314-007, DSG-314-147, DSG-317-094
• Commodities with COC and shelf life: DSG-312-030, DSG-314-348, DSG-314-002, DSG-314-138, DSG-314-251, DSG-314-289, DSG-314-021, DSG-314-164, DSG-314-332
• DSG-314-016
• Elastomers: DSG-314-315
• Gaskets for plant: DSG-317-094, DSG-310-036, DSG-310-253

Quality requirements (weighting 0.55):

• Quality Assurance Program conforming to 238-103 Rev 3 (weighting 0.4)
• Signed Supplier Quality Management System Requirements Form 238-769T Rev 2 (weighting 0.1)
• Control of nonconforming products and corrective action process (weighting 0.3)
• Supplier product receiving and inspection process (weighting 0.2)

Technical requirements (weighting 0.4):

• For PMUC items: certificate of chemical analysis showing halogens and sulphur conform to DSG-317-094, or PMUC certification with reference number.
• For non-PMUC items: material certificate showing compound/hardness and batch number (DSG-314-266); shelf life statement that cure date is not more than 12 months before delivery.

Experience (weighting 0.05):

• Three reference letters on company letterhead proving successful supply and on-time delivery of similar products to any corporation, with contactable references and project information.

This is a SHE specification for the supply and delivery of various Elastomers consumables and components at Koeberg Operating Unit for a period of 12 months. It sets out Eskom Koeberg's minimum safety, health, and environmental requirements that the contractor must meet for the duration of the contract. The contractor must develop a SHE plan and remain accountable for its own health and safety programme. The specification applies to any contracting organisation intending to tender for the contract.

Eskom's Contracts Manager:

• Name: Jamie-Lee Booysen

Eskom's OHS Officer:

• Name: Claire Nel

Project address:

Koeberg Nuclear Power Station

Returnable documents:

• OHS tender returnables must be submitted by tender close, including Annexure B (acknowledgement of Eskom OHS rules) and Annexure C3 (low-risk evaluation criteria).
• The tender enquiry includes this SHE specification, the client baseline risk assessment, and the above annexures.
• OHS evaluation occurs after mandatory and functionality evaluations.
• Where permitted, the tenderer gets one opportunity to submit outstanding OHS contractual documents within seven working days; failure may render the bid non-responsive.
• The successful supplier must provide a valid Compensation Fund Letter of Good Standing or acceptable proof of application.
• No delivery, off-loading, or other activity may commence at Koeberg until the SHE documentation is accepted by the Contract Custodian and the Eskom OHS professional.

Evaluation stages:

1. Mandatory evaluation
2. Functionality evaluation
3. OHS evaluation (after the above)

• OHS evaluation uses Annexure C3 low-risk evaluation criteria.
• Tenderers must submit required OHS returnables by tender close; failure to provide acceptable documents within seven working days may result in disqualification.
• The successful supplier must provide a valid Compensation Fund Letter of Good Standing or acceptable proof of application.

Scope of work:

• Supply and delivery of whole or part of the scope for various Elastomers consumables and components at Koeberg Operating Unit.
• Contract period: 12 months.
• The awarded contractor is the principal contractor; any sub-contractor is an appointed contractor.
• A copy of the scope of works must be retained by the contractor.
• The contractor must develop a SHE plan meeting Eskom Koeberg's minimum requirements and all applicable legislation.
• The contractor remains accountable for the health and safety of its employees and appointed contractor employees.
• All work is classified as low-risk.

Quality and non-conformance:

• The contractor must implement a non-conformance procedure (if not already in place) for issuing to sub-contractors for transgressions, including quality-related issues.
• Non-conformance reports must be issued and closed off strictly per procedure.
• Contractor project management must monitor close-out of non-conformances.
• Where Eskom issues non-conformances, the offender must explain the non-conformance and the plan to prevent recurrence.
• Failure to provide adequate PPE to employees or visitors, or failure to enforce PPE use, is a transgression of legislative and Eskom requirements.

Legal and compliance requirements:

• Section 37(2) agreement must be signed between Eskom Koeberg and the principal contractor at contract award, and between the principal contractor and all appointed contractors.
• The principal contractor and appointed contractors must be registered with the Compensation Fund and hold a valid Letter of Good Standing throughout the contract.
• Comply with the Occupational Health and Safety Act, National Environmental Management Act, National Road Traffic Act, Compensation for Occupational Injuries and Diseases Act, and the Constitution (Section 24).
• No child labour; comply with the Basic Conditions of Employment Act and OHS Act regulations on hazardous work by children.
• Comply with Eskom's Substance Abuse Procedure (32-37); alcohol and drug permissible level is 0%.
• Comply with Eskom Life-Saving Rules; non-compliance is serious misconduct.
• Provide a SHE policy signed by the CEO or Section 16(2) appointee, displayed and filed.
• Appoint competent persons as required by the OHS Act (e.g., fire fighter, first aider, incident investigator, risk assessor, SHE representative, project supervisor, 16(2) appointments).
• Conduct and maintain risk assessments; use method statements or safe work procedures.
• Provide a risk-based PPE programme; PPE must comply with SANS 434 and Management Directive 009.
• Medical surveillance: entry, periodic, and exit examinations by an Occupational Health Practitioner; certificates renewed annually.
• Submit details of an Employee Health and Wellness Programme as part of the SHE plan.
• Comply with environmental requirements under NEMA and the Waste Act, including waste minimisation, re-use, and recycling.
• The successful supplier must compile and submit a scope-specific SHE file or low-risk OHS pack before commencement.

Health and safety requirements:

• The contractor must develop a SHE plan meeting Eskom Koeberg's minimum requirements and all applicable legislation.
• Sign a Section 37(2) agreement at contract award.
• Conduct risk assessments and submit method statements.
• Ensure medical surveillance for employees.
• Comply with Eskom Life-Saving Rules, including Rule 4 (BE SOBER) with ad hoc alcohol testing.
• All PPE must comply with SANS 434 and Management Directive 009.
• The procurement is classified as low-risk work aligning with Annexure A of 32-726.
• Tenderers must submit OHS tender returnables by tender close.
• The successful supplier must compile a scope-specific SHE file or low-risk OHS pack.
• No delivery or activity may commence until SHE documentation is accepted by the Contract Custodian and Eskom OHS professional.
• The supplier will be monitored for OHS compliance; non-compliance may result in suspension of delivery activities or penalties.
• Comply with the National Road Traffic Act and Koeberg site rules during transportation and delivery.
• Drivers and passengers must wear seat belts, remain sober, follow access and security instructions, comply with site speed limits, and use designated routes and off-loading areas.
• Assess and control risks associated with packaging, loading, load securing, transport, reversing, manual handling, lifting, and off-loading.
• Vehicles, lifting equipment, and accessories must be fit for purpose, inspected, and legally compliant.
• Operators must be trained, competent, and authorised where required.
• No supplier employee may operate Eskom equipment or perform installation, lifting, rigging, or maintenance unless included in the approved scope and supported by required permits, competencies, and risk controls.
• Risk-based PPE must be used; safety footwear and high-visibility clothing must be worn in designated operational and off-loading areas.
• Incidents, near misses, unsafe conditions, environmental spills, vehicle events, and damage must be reported immediately to the Contract Custodian.
• Non-compliance must be corrected within the agreed period; repeated or serious non-compliance may result in suspension of delivery activities, penalties, or other contractual action.

Environmental requirements:

• Comply with the National Environmental Management Act (NEMA), 1998, including Section 28(1) duty of care.
• Comply with the National Environmental Management: Waste Act.
• Implement waste minimisation, re-use, and recycling of waste generated during destruction of records; provide proof of recycled material and volume.

OHS evaluation:

• OHS evaluation takes place after mandatory and functionality evaluations.
• Tenderers must submit required OHS tender returnables by tender close.
• Failure to provide acceptable documents within seven working days may result in the tenderer being regarded as non-responsive and ineligible for award.
• The tender enquiry includes Annexure B (acknowledgement of Eskom OHS rules) and Annexure C3 (low-risk evaluation criteria).

Supply and delivery of various elastomer consumables and components (O-rings, gaskets, bellows, expansion joints, diaphragms, seals) for the Koeberg Operating Unit, for a period of 12 months. The scope covers a detailed list of items with specific dimensions, materials, and quality requirements.

Returnable documents: the completed pricing schedule with all mandatory supplier columns filled in for each line item, including full product description, standards complied with, certification/documentation to be supplied, deviation declaration, and exception sheet where applicable. Datasheets must be provided where indicated in the schedule. No other returnable forms are specified in the document.

Bidders must complete all mandatory supplier columns in the pricing schedule for each line item, including product description, certification/documentation, deviation declaration, and exception sheet if applicable. Datasheets must be provided where indicated. Bidders must be able to supply items meeting the specified material, dimensional, and quality requirements. No other eligibility criteria (e.g., CSD registration, B-BBEE level, tax clearance) are stated in the provided document.

Supply and delivery of various elastomer consumables and components (O-rings, gaskets, bellows, expansion joints, diaphragms, seals) for the Koeberg Operating Unit, for a period of 12 months.

Items are specified by material number, description, specification, quality class, safety class, functional location, and quantity. Quantities range from 1 to 300 per line item.

Materials include: O-rings in various sizes and materials (Viton, PTFE, EPDM, Neoprene, Nitrile, Ethylene Propylene, AFLAS), O-ring cords, gaskets (pre-cut, bonnet, cap, rectangular), bellows (protective, valve positioner), expansion joints (bellows with one or two cuffs), diaphragms, and oil seals.

Each item must meet the specified dimensions, material, hardness, and applicable standards (e.g., ISO, EN, DIN, ASTM, ASME). Some items require a Certificate of Compliance (C.O.C.) and/or shelf life documentation.

Datasheets must be provided for certain items as indicated in the pricing schedule.

No specific compliance requirements (e.g., CSD registration, B-BBEE, tax clearance) are stated in the provided document.

Bidders must complete all mandatory supplier columns in the pricing schedule for each line item, including product description, certification/documentation, deviation declaration, and exception sheet if applicable. Datasheets must be provided where indicated. Technical acceptability will be assessed by the evaluator, and deviations must be declared and approved.

The document is a SHE risk register covering activities at the Koeberg site: driving, warehouse operations, manual handling, forklift operation, and COVID-19 hygiene. Identified hazards include bee, snake and insect bites, motor vehicle accidents, trips and falls, falling objects, manual lifting injuries, and coronavirus illness. Control measures include PPE (safety boots, gloves, hard hats, respirators), engineering controls (guarding, bund walls, drip trays), administrative controls (pre-trip inspections, SHE talks, training, signage), and emergency procedures. Legal references include the Occupational Health and Safety Act 85 of 1993, the National Road Traffic Act, and environmental regulations.

The specification sets minimum quality general requirements for suppliers of products and services with no importance to nuclear safety, graded to RD-0034 Level 3 (L3). Suppliers must implement and maintain a quality management system based on ISO 9001, with quality assurance measures specified by Eskom. The specification applies to all Eskom requests for tender/offer/quote/proposal/information, contract or purchase order documentation, and execution of services or supply of products. Effective date: 11 March 2024.

No named contacts or addresses are stated in the document.

Returnable documents at bid stage:

• 238-769T (Supplier Quality Management System Requirements): accepted, signed and returned.
• 238-122 (Company Information Form): completed and returned.
• All documentation required by the evaluation criteria.

Documents to submit at contract award, before work starts:

• Quality manual or documented quality policy and intent.
• Quality Control Plan (QCP).
• Contract Quality Management Plan (CQMP).

During contract execution:

• Quality records index of all inspection and test records, including statutory documentation (e.g. pressure vessels under PER), with retention period and location indicated.
• Concession or deviation requests and permits.

On completion:

• Approved Quality Assurance Data Package (QADP) shipped with the product, indexed and containing: certificate of conformance (with Eskom order number, supplier name/address, identification marks, cast/batch/serial numbers, material description, quantity, specification/drawings with revision, test report numbers, signed by authorised management), certificates of interchangeability (if alternate/equivalent product), completed quality control plans, inspection/test reports and certificates, valid NDT personnel certificates, NDT reports, material certificates, concessions/deviation permits, and any additional information per 240-119088507 when applicable.

Evaluation is based on the supplier's quality management system capability, assessed from the submitted documents (238-769T and 238-122) and, where deemed necessary, an on-location verification/assessment.

Mandatory requirements:

• Documented and implemented quality assurance programme meeting ISO 9001:2015 or equivalent.
• Ability to provide an OEM Certificate of Conformance (COC).
• Compliance with Pressure Equipment Regulations (PER) under the Occupational Health and Safety Act where applicable.
• No product substitution without Eskom's written approval.
• Prevention of counterfeit, fraudulent or suspect (CFS) items; manage as non-conformities if detected.

Scope: Supply and delivery of elastomers, gaskets and packing consumables and components at Koeberg Operating Unit for 12 months.

Quality level: Q3/Q4 (varies by item).

Safety level: L3 (no importance to nuclear safety).

Safety class: NSF.

Quality specification: 238-103.

Applicable DSG specifications (per item): DSG-312-085, DSG-314-002, DSG-314-348, DSG-314-332, DSG-314-138, DSG-314-016, DSG-314-251, DSG-314-289, DSG-314-021, DSG-314-164, DSG-312-030.

OEM Certificate of Conformance (COC) to be provided.

B-BBEE Minimum Level: 3.

Quality management system:

• Must be based on ISO 9001:2015 or equivalent.
• Must have a documented, authorised and implemented quality assurance programme meeting 238-769T.
• Sub-suppliers' quality systems must conform to the Eskom contract/purchase order requirements.

Pressure Equipment Regulations (PER) compliance required where applicable.

No product substitution without written Eskom approval.

Evaluation of the supplier's quality management system capability is based on submitted documents (238-769T and 238-122) and, where deemed necessary, an on-location verification/assessment. The supplier must have a documented and implemented quality assurance programme meeting ISO 9001:2015 or equivalent, and must be able to provide an OEM Certificate of Conformance (COC).

Eskom invites tenders for the supply and delivery of various elastomers consumables and components at the Koeberg Operating Unit. The contract period is 12 months. The tender is an open invitation, and bidders may offer the whole or part of the scope. The tender documents are provided free of charge. Submission of a tender constitutes acceptance of Eskom's Standard Conditions of Tender (available at www.eskom.co.za).

Closing date: 14 October 2026 at 10h00 (SAST)

Clarification meeting (non-compulsory):

• Date: 01 October 2026
• Time: 11h30 – 12h30
• Venue: MS Teams (link provided in the tender document)

Clarification queries deadline: Five (5) working days before the tender submission deadline (i.e., by 07 October 2026).

Eskom Representative (for all queries):

• Name: Zakhele Ncongwane
• Telephone: 016 457 5018
• Email: [email protected]

Procurement Manager (signatory of ITT):

• Name: Wandisa Kula
• Role: Procurement and Supply Chain Management

Fraud and corruption reporting (anonymous):

• Telephone: 0800 11 2722
• Email: [email protected]

Submission: via Eskom E-Tendering site (no physical address provided).

Submission method: electronic only via the Eskom E-Tendering site (Eskom Tender Bulletin). No hard copies accepted. Documents must be uploaded under the folders Technical, Commercial, Financial, and Other. All documents in PDF format; the price list must also be submitted in Excel format (PDF is disqualifiable, Excel is non-disqualifiable). No zip or compressed files. Upload size per document is 500 MB; total submission limited to 4 GB. If resubmitting, only the latest version is accepted; previous submissions become null and void. Ensure the submission status is marked as complete.

Returnable forms (all mandatory unless noted):

• Annexure A (Authorisation Form): confirms the signatory's authority to bind the bidder; attach the relevant resolution or power of attorney.
• Annexure B (Acknowledgement Form): confirms receipt of the tender documents and any addenda.
• Annexure C (Tenderer's Particulars): bidder details.
• Annexure D (Integrity Declaration Form): declares no conflict of interest and fair tendering practices; false declarations lead to disqualification.
• Annexure E (CPA Requirements for Local Goods/Services): compliance with Eskom's CPA requirements.
• Annexure F (CPA(IG) for Foreign Goods/Services): only if foreign goods/services are offered.
• SBD 1 (Invitation to Bid): completed and submitted as the offer cover page.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points under the PPPFA.
• SBD 4 (Bidders Disclosure): discloses any interest or relationship with Eskom or the state.
• Annexure K (E-tendering Help Manual acknowledgement): confirms receipt of the manual.
• Annexure N (Pricing Schedule/BOQ): in PDF and Excel format.
• Exception Sheet: only if deviations are proposed; otherwise not required.

Disqualification risks:

• Late submission (after 10h00 on 14 October 2026).
• Any mandatory returnable form omitted or unsigned.
• Submitting more than one tender (unless as a JV partner).
• Tender signed by an unauthorised person.
• Sub-contracting 100% of the scope of work.
• Offering alternative products without an OEM obsolescence letter and supporting data sheets.

Evaluation stages:

1. Eligibility check (mandatory): bidders must not be restricted by Eskom, National Treasury, or on the Tender Defaulters list; must not have a conflict of interest; JV/consortium agreements must state joint and several liability.
2. Technical Evaluation (functionality): minimum qualifying score of 70%. Failure to achieve 70% results in disqualification.

• Quality Requirements: 55% weighting (based on OEM data sheets for each material type; 5 points if provided, 0 if not).
• Material Lead Times: 10% weighting (5 points if lead time of 0–5 days provided, 0 if no lead time).
• Note: No data sheets or drawings may be requested after closing of the RFQ.

3. Price and Specific Goals: Prices scored out of 80 or 90 points (depending on the applicable preference point system); Specific Goals (B-BBEE) scored out of 20 or 10 points. Total points for price and B-BBEE must not exceed 100.

Preference point system: The 80/20 system applies to bids up to R50 million (all taxes included); the 90/10 system applies to bids above R50 million. The applicable system for this tender is not explicitly stated in the document.

Alternative tenders are not accepted. Administrative exceptions (e.g., part number changes) may be submitted on the Exception Sheet and will be assessed for equivalence; they are not considered alternative tenders.

Scope: Supply and delivery of various elastomers consumables and components at Koeberg Operating Unit for a period of 12 months.

Key requirements:

• Bidders must provide OEM data sheets for each material type offered (mandatory for technical evaluation).
• Bidders must provide delivery lead times based on stock availability (0–5 days preferred).
• The scope of supply comprises a defined list of required items (refer to Annexure M – Scope of Work, which includes DSG-314-266, DSG-314-315, DSG-312-085, DSG-310-253, DSG-314-348, DSG-312-030, DSG-314-251, DSG-314-147, DSG-314-007, DSG-314-021, DSG-310-036, DSG-314-016, DSG-314-289, DSG-310-232, DSG-314-164, DSG-314-002, DSG-314-332, DSG-317-094, DSG-314-138).
• Technical evaluation criteria include ISO 9001:2015 as a mandatory requirement (Q2L2).
• All materials must comply with specified technical, quality, regulatory, and nuclear safety requirements.
• Alternative products may only be offered if the requested product is commercially obsolete; an official obsolescence letter from the OEM must be provided, and equivalent alternatives must be supported by data sheets or catalogue references.
• The successful bidder may be required to provide cataloguing information per item after award and must label all materials per Eskom's labelling specifications.

Payment terms:

• For contracts valued below R50 million (including VAT): Eskom commits to paying within 30 days of receipt of undisputed invoices.
• For contracts valued above R50 million (including VAT): payment terms are as stipulated in the contract (details not fully provided in the document).

Pricing:

• Pricing Schedule/BOQ (Annexure N) must be submitted in PDF and Excel format.
• Prices may include price adjustment if stated in the agreement.
• Payment may be made in a currency other than ZAR; one exchange rate will be used for conversion.
• Eskom's VAT registration number (4740101508) must appear on tax invoices.
• The tender validity period is 120 days from the closing date.

Security:

• Provision of security for performance (performance bond or demand guarantee) may be required; the document does not specify the amount or percentage.

Mandatory compliance documents (must be submitted with the bid):

• B-BBEE Certificate or Sworn Affidavit (for EMEs/QSEs) – required to claim preference points.
• CSD Report (Central Supplier Database Report) – bidders must be registered on the CSD.
• COIDA Letter of Good Standing.
• Tax Compliance Certificate (or TCS PIN / CSD number).

Tax compliance:

• Bidders must be tax compliant and provide a SARS Tax Compliance Status (TCS) PIN or CSD number.
• If a bidder is not registered on the CSD, they must submit a printed TCS with the bid.
• For consortia/JVs/sub-contractors, each party must submit separate proof of TCS/PIN/CSD.

Eligibility:

• Bidders must not be under any restriction to do business with Eskom or State-Owned Companies.
• Bidders must not be on National Treasury's Database of Restricted Suppliers or the Register for Tender Defaulters.
• Bidders must not have a conflict of interest (e.g., shared controlling partner with another bidder).
• JV/consortium agreements must state joint and several liability.
• Bidders must not sub-contract 100% of the scope of work.

Local content (SBD 6.2):

• Applicable if designated materials are included; bidders must complete and submit Annexures G1 to G4 (Local Content Declaration templates).
• Local content percentage must be calculated per SATS 1286:2011; failure to submit the declaration may lead to disqualification.

Technical evaluation criteria (functionality):

• Quality Requirements: 55% weighting – bidders must provide OEM data sheets for each material type offered (5 points if provided, 0 if not).
• Material Lead Times: 10% weighting – bidders must provide delivery lead times based on stock availability (5 points if 0–5 days, 0 if no lead time).
• Minimum qualifying score: 70% in the Technical Evaluation. Bidders failing to achieve 70% are disqualified.
• Prices are scored out of 80 or 90 points (depending on the preference point system).
• Specific Goals (B-BBEE) are scored out of 20 or 10 points. If a bidder fails to submit evidence for a Specific Goal, they are awarded 0 points but not disqualified.
• The total score for price and Specific Goals is used to rank suppliers from highest to lowest.

Bidders must be registered on the Central Supplier Database (CSD) and hold a valid SARS tax clearance. Bidders must complete and sign SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), and SBD 9 (Certificate of Independent Bid Determination). B-BBEE status will be used for preference point allocation.