Supply, delivery, service and repair of medical oxygen equipment for city of tshwane emergency services (12 months)

Compulsory briefing session

• Date: 7 October 2026 at 10:00.
• Venue: 979 Park Street, Hatfield.
• Attendance is compulsory; bidders who fail to attend are disqualified and the briefing register must be signed.

Closing

• 13 October 2026 at 10:00.

Bid validity

• 90 days after the closing date; the City may request a written extension before the validity expires.

Supply chain enquiries

• Contact: Josia Masenya
• Telephone: (012) 358 0658
• Email: [email protected]

Technical enquiries

• Contact: Minky Marema
• Telephone: 012 358 2240
• Email: [email protected]

Submission address (online portal submission; administrative address)

Tshwane House

Supply Chain Management

320 Madiba Street

Pretoria

0001

Delivery address

Divisional Chief: Logistical Support

Emergency Services Department

c/o Government and Beckett Street

Arcadia

Pretoria

• Telephone: 012 358 2237
• Email: [email protected]

Submission method

• Online submission through the City of Tshwane e-tender portal; bids must not be placed in the tender box.
• Closing: 13 October 2026 at 10:00.
• Bids received after the closing date and time will not be considered.

Document preparation

• Complete bid documents by hand in black pen; retyped or scanned documents are not accepted.
• Cross out price mistakes in ink and initial every alteration.
• Correction fluid (Tippex or similar) is prohibited: an item priced with correction fluid will be disregarded, and if used on a bill of quantities the entire quotation is rejected.
• Every line item on the pricing schedule must be priced; an incomplete pricing schedule disqualifies the bid.

Returnable documents (all compulsory)

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses any state employment or connection between the bidder's directors, trustees, managers, principal shareholders or stakeholders and the state; failure to declare interest disqualifies the bid.
• MBD 6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• MBD 7.2 (Contract Form – Rendering of Services): the successful bidder signs the written service contract.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares no SCM abuse, fraud or corruption conviction, restricted-supplier listing or contract termination for non-performance.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently with no collusion.
• Company registration certificate (CIPC).
• Tax compliance status PIN or CSD number.
• B-BBEE certificate or sworn affidavit.
• Municipal account statement or rates and taxes proof.
• CSD summary report.
• Where the signatory is not a director, member, owner or shareholder, an official letter of authorisation or delegation of authority must accompany the bid.
• Joint ventures must submit all of the above for every party plus a signed JV agreement.

Evaluation stages

• Stage 1: Administrative compliance against the compulsory returnable documents checklist.
• Stage 2: Mandatory requirements.
• Stage 3: Preference points system.

Stage 2 mandatory requirement

• Two contactable reference letters, not older than 5 years, for supply, delivery, servicing and repair of medical oxygen equipment for other clients; letters must be on the client's letterhead with the client's contact details and describe the goods or services provided.

Preference points (80/20 system, PPPFA Regulations 2022)

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• Award goes to the highest point scorer.

Specific goals and points

• B-BBEE status level: Level 1 = 8 points, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane = 4 points, Gauteng = 2 points, National = 1 point.

Proof required for specific goals

• Valid certified copy of a B-BBEE certificate, or a sworn affidavit for a B-BBEE qualifying small enterprise or exempt micro enterprise, or a CIPC B-BBEE certificate.
• EME/QSE: valid sworn affidavit or CIPC B-BBEE certificate.
• Women-owned: certified ID copies plus proof of ownership.
• Disability-owned: medical certificate with the doctor's practice number, physical address and contact numbers, plus proof of ownership.
• Youth-owned: certified ID copies plus proof of ownership.
• Local economic participation: municipal account statement or lease agreement.

Notes

• Failure to submit proof for a claimed goal means those points are not awarded.
• Not claiming specific goals does not disqualify a bid; the bidder then scores out of 80 for price and 0 out of 20 for goals.
• Fraudulent claims of specific goals will be acted against.

Scope

• Supply, deliver, service and repair medical oxygen equipment for the City of Tshwane Emergency Services Department on an as-and-when-required basis for a period not exceeding 12 months.
• The equipment supports emergency medical care for the City of Tshwane community.
• The quotation will be awarded to one bidder.

Equipment covered

• Eco Med Ultra 200I Oxygen Booster Pump.
• Comp Air L 15 FS – 10 A & F36C+ low pressure compressor and drier.
• Size "D" medical oxygen cylinder – pin index.
• Regulator pin index – ultra.

Deliverables

• Service, repair and maintenance of the medical oxygen compressor.
• Supply and delivery of medical oxygen cylinders and parts.
• A standard maintenance contract applies.

Service requirements (at 12-month intervals)

• Service the Eco Med Ultra 200I Oxygen Booster Pump.
• Service the Comp Air L 15 FS – 10 A & F36C+ low pressure compressor and drier.
• Test the equipment.
• Supply and deliver Size "D" medical oxygen cylinders: diameter 11 cm, height 61 cm, empty weight 3.54 kg, 450 litres oxygen, 3.2 litres water, flow at 2 L/min for 3 hours 45 minutes.
• Supply and deliver a click-style stop dial, hand dial marked 0–25 L/min, oxygen cylinder pressure gauge with the pressure dial protected by a rubber ring, aluminium outer body, brass inner body, minimum input operating pressure 250 bar pin-index regulator.
• Supply and replace specialised washers with a metal frame and rubber ring, or a small standard rubber O-ring; typical seals measure about 14.5 mm long, 9.3 mm inner diameter and 2.6 mm wide, or standard AS568-011 or -015 sizes.

Quality of materials

• All service parts must be new and of the highest quality.
• Damaged, flawed or defaced materials will be rejected and replaced at the service provider's cost.
• The supplier warrants that materials are of the highest grade, in line with best practice, and ready for full operation.
• The City may request conformity certification (manufacturer or laboratory) on delivery where a product must meet standards.

Mandatory experience requirement (Stage 2)

• Two contactable reference letters, not older than 5 years, relating to the supply, delivery, servicing and repair of medical oxygen equipment for other clients.
• Each letter must be on the client's letterhead, contain the client's contact details, and describe the goods or services provided.

Financial standing

• Signed audited annual financial statements for the most recent three years, or from date of establishment for companies less than three years old, or proof that the bidder is not legally required to prepare audited statements.

Municipal account standing

• The bidding company's municipal service charges, rates and taxes must be current: a municipal account statement not older than 3 months with no arrears older than 90 days, or a signed lease agreement.
• The same proof is required for all South African based owners, members, directors and major shareholders.
• Bidders in informal settlements or rural areas not required to pay rates and taxes must provide a letter from the local councillor confirming where they operate or reside.

Service and maintenance

• The supplier supplies, delivers, services and repairs medical equipment as and when required.
• Service, repair and maintenance of the medical oxygen compressor.
• Supply and delivery of medical oxygen cylinders and parts.
• A standard maintenance contract applies.

Service interval and checks (12-month intervals)

• Service the Eco Med Ultra 200I Oxygen Booster Pump.
• Service the Comp Air L 15 FS – 10 A & F36C+ low pressure compressor and drier.
• Test the equipment.
• Supply and deliver Size "D" medical oxygen cylinders (diameter 11 cm, height 61 cm, empty weight 3.54 kg, 450 litres oxygen, 3.2 litres water, flow at 2 L/min for 3 hours 45 minutes).
• Supply and deliver a click-style stop dial, hand dial marked 0–25 L/min, oxygen cylinder pressure gauge with a rubber-ring-protected pressure dial, aluminium outer body, brass inner body, minimum input operating pressure 250 bar pin-index regulator.
• Supply and replace specialised washers with a metal frame and rubber ring, or a small standard rubber O-ring (about 14.5 mm long, 9.3 mm inner diameter, 2.6 mm wide, or standard AS568-011 or -015 sizes).

Material standards

• All service parts must be new and of the highest quality.
• Damaged, flawed or defaced materials are rejected and replaced at the service provider's cost.
• The supplier warrants materials are of the highest grade, in line with best practice, and ready for full operation.
• The City may request conformity certification (manufacturer or laboratory) on delivery where a product must meet standards.

Pricing format

• Prices are entered on the supplied pricing schedule in Rand, excluding VAT, per unit; VAT is added at 15% and totals excluding and including VAT must be completed.
• Every item must be priced; an incomplete pricing schedule disqualifies the bid.
• The City may increase or decrease quantities of products or services subject to budget availability.

Priced items

• Item 1 – Eco Med Ultra 200I Oxygen Booster Pump: call-out fee, strip and quote, labour cost per hour, SC Hydraulic Air Drive Kit, SC Hydraulic Cycling Valve, SC Hydraulic Oxygen Kit, SC Hydraulic Shaft Seal Kit.
• Item 2 – Comp Air L 15 FS – 10 A & F36C+ low pressure compressor and drier: call-out fee, strip and quote, labour cost per hour, air filter, oil filter, oil/air separator, oil screw (2).
• Item 3 – Size "D" medical oxygen cylinder, pin index: supply and delivery.
• Item 4 – Regulator pin index, ultra: supply and delivery, and supply and delivery of O-ring.

Award basis

• The bid is awarded on an as-and-when-required basis for a period not exceeding 12 months, to the highest point scorer.
• The City may request conformity certification (manufacturer or laboratory) on delivery where a product must meet standards.

Delivery point

• Divisional Chief: Logistical Support, Emergency Services Department, c/o Government and Beckett Street, Arcadia, Pretoria; telephone 012 358 2237; email [email protected].

Validity

• Bids remain valid for 90 days after closing, extendable in writing.

Market analysis

• The City may conduct a market analysis and negotiate a market-related price with the highest, second-highest and then third-highest scoring bidder; if no market-related price is agreed, the quotation may be cancelled.

Pricing

• Prices are quoted on the supplied pricing schedule in Rand, excluding VAT, per unit.
• VAT is added at 15%; totals excluding and including VAT must be completed.
• Every item must be priced; an incomplete pricing schedule disqualifies the bid.
• The City may increase or decrease quantities of products or services subject to budget availability.
• The bid is awarded on an as-and-when-required basis for a period not exceeding 12 months.

Priced items

• Item 1 – Eco Med Ultra 200I Oxygen Booster Pump: call-out fee, strip and quote, labour cost per hour, SC Hydraulic Air Drive Kit, SC Hydraulic Cycling Valve, SC Hydraulic Oxygen Kit, SC Hydraulic Shaft Seal Kit.
• Item 2 – Comp Air L 15 FS – 10 A & F36C+ low pressure compressor and drier: call-out fee, strip and quote, labour cost per hour, air filter, oil filter, oil/air separator, oil screw (2).
• Item 3 – Size "D" medical oxygen cylinder, pin index: supply and delivery.
• Item 4 – Regulator pin index, ultra: supply and delivery, and supply and delivery of O-ring.

Payment

• Payment is made within 30 days after receipt of an invoice, per the contract form.

Market analysis and negotiation

• The City may conduct a market analysis; where a price is not viable, the bidder must confirm in writing whether it can deliver, and a tight contract may be entered into to mitigate non-performance risk.
• Failure to deliver may lead to performance warnings and listing on the database of restricted suppliers.
• The City may negotiate a market-related price with the highest, then second-highest, then third-highest scoring bidder; if no market-related price is agreed, the quotation may be cancelled.

Validity

• Bids remain valid for 90 days after the closing date, extendable in writing.

Registration and tax

• CSD registration with a valid CSD number is compulsory; only bidders registered on the Central Supplier Database will be considered.
• Tax compliance status PIN, or CSD registration where no tax compliance status is available; tax status must be compliant before award.
• Company registration certificate (CIPC).

Municipal accounts

• The bidding company's municipal service charges, rates and taxes must be up to date: an original or copy of the municipal account statement not older than 3 months, with no arrears older than 90 days, or a signed lease agreement.
• The same proof is required for all South African based owners, members, directors and major shareholders.
• Bidders in informal settlements or rural areas not required to pay rates and taxes must provide a letter from the local councillor confirming where they operate or reside.

B-bbee

• A B-BBEE certificate or sworn affidavit is required to claim preference points; EMEs and QSEs may submit a sworn affidavit or CIPC B-BBEE certificate.

Financial statements

• Signed audited annual financial statements for the most recent three years, or from date of establishment for companies less than three years old, or proof that the bidder is not legally required to prepare audited statements.

Joint ventures

• JV parties must each submit all required documents plus a signed JV agreement; the successful bidder must continue with the same JV for the contract duration unless the City approves otherwise.

State employment

• No bid will be accepted from persons in the service of the state; directors, trustees, managers, principal shareholders and stakeholders must declare any interest in related companies or businesses.

Disqualification risks

• Late submission.
• Failure to attend the compulsory briefing session.
• Incomplete pricing schedule, or corrections not initialled, or use of correction fluid on the pricing schedule.
• Omission of any compulsory returnable document or unsigned MBD form.
• Failure to declare interest in related companies or businesses.
• Documents not completed in black ink, or retyped or scanned.

Contract form

• The successful bidder must complete and sign the written contract form MBD 7.2 (rendering of services), in duplicate, with both the service provider and purchaser signing originals.

Documents forming part of the agreement

• The invitation to bid, tax clearance certificate, pricing schedule, completed task directive or proposal, preference claims for B-BBEE status level under the Preferential Procurement Regulations 2022, declaration of interest, declaration of past SCM practices, certificate of independent bid determination, special conditions of contract, and the general conditions of contract.

Bidder undertakings

• Quoted prices and rates must cover all services specified and all obligations; mistakes in prices, rates or calculations are at the bidder's own risk.
• The bidder accepts full responsibility for proper execution of the contract and declares no collusive practices with any bidder or other person.
• The bidder confirms it is duly authorised to sign the contract.

Payment

• The purchaser pays for services rendered within 30 days after receipt of an invoice.

Contract period

• The bid is awarded on an as-and-when-required basis for a period not exceeding 12 months.

Market analysis and negotiation

• The City may conduct a market analysis and require written confirmation of viability; a tight contract may be entered into to mitigate non-performance risk.
• Non-performance may lead to performance warnings and listing on the database of restricted suppliers.
• The City may negotiate a market-related price with the highest, second-highest and then third-highest scoring bidder; if no market-related price is agreed, the quotation may be cancelled.

Validity

• Bids remain valid for 90 days after closing; the City may request a written extension before expiry.

Evaluation runs in three stages: administrative compliance, mandatory requirements, and the preference points system.

Stage 1 – Administrative compliance

• Bids are checked against the compulsory returnable documents checklist.

Stage 2 – Mandatory requirements

• Two contactable reference letters, not older than 5 years, for supply, delivery, servicing and repair of medical oxygen equipment for other clients, on the client's letterhead with contact details and a description of the goods or services.

Stage 3 – Preference points (80/20 system)

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goal points

• B-BBEE level 1 = 8, level 2 = 7, level 3 = 6, level 4 = 5, level 5 = 4, level 6 = 3, level 7 = 2, level 8 = 1, non-compliant = 0.
• EME and/or QSE: 2 points.
• At least 51% women-owned: 2 points.
• At least 51% owned by people with disabilities: 2 points.
• At least 51% youth-owned: 2 points.
• Local economic participation: City of Tshwane 4 points, Gauteng 2 points, National 1 point.

Notes

• Supporting documents must be submitted to claim goal points; without proof, no points are awarded.
• Not claiming specific goals does not disqualify a bid; the bidder scores out of 80 for price and 0 out of 20 for goals.
• Fraudulent goal claims will be acted against.