Supply, delivery, installation and commissioning of automated thin section grinding machine – council for geoscience ten

Briefing session (non-compulsory):

• Date: 01 October 2026 at 11:00
• Virtual meeting via Microsoft Teams
• Join link: https://teams.microsoft.com/meet/383755286670401?p=WIjQkcX3eS5reI1UoL
• Meeting ID: 383 755 286 670 401
• Passcode: KU2gn2S6

Bidding procedure enquiries:

• Contact: Sasavona Chauke
• Email: [email protected]
• Telephone: 012 841 1059

Technical enquiries:

• Contact: Nokuphiwa Mbulawa
• Email: [email protected]
• Telephone: 012 841 1251

All enquiries must be made in writing; telephonic enquiries must be reduced to writing and sent to the above email address.

Submission address:

Council for Geoscience

280 Pretoria Street

Silverton, Pretoria

0001

Submission method: Two-envelope bidding procedure. Submit two sealed envelopes simultaneously — one containing the technical proposal and the other the price proposal — enclosed together in an outer single envelope.

Physical delivery: Deposit the sealed outer envelope into the tender box at the reception of the Council for Geoscience, 280 Pretoria Street, Silverton, Pretoria, before the closing date and time.

Copies: Submit three copies of the bid — one original and two copies. Initial each page on the top right-hand corner.

Returnable documents (all must be completed and signed in black ink by a duly authorised official; failure may lead to disqualification):

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Proof of tax compliance (SARS Tax Compliance Status PIN or CSD number).
• CSD registration report (supplier application form).
• General Conditions of Contract 2010, signed by an authorised representative.
• Certified copy of company registration certificate.
• Shareholding breakdown per race, gender and percentage shareholding for non-individual shareholders.
• Certified B-BBEE certificate (SANAS accredited or DTI), or sworn affidavit where applicable. For consortium or joint venture, a consolidated B-BBEE certificate.
• Joint venture or consortium agreement, if applicable.

Response format: The bid must have an index and be divided in sequence into the following schedules:

• Schedule 1: Executive Summary covering (1) bidding structure and parties' roles, (2) confirmation that the signatory is duly designated, (3) summary of similar past work, (4) high-level summary of the response.
• Schedule 2: SBD 1.
• Schedule 3: Proof of Tax Compliance Status PIN from SARS.
• Schedule 4: Functional response.
• Schedule 5: Price breakdown (in the separate price envelope).
• Schedule 6: SBD 6.1 and certified B-BBEE certificate.
• Schedule 7: Central Supplier Database.
• Schedule 8: General Conditions of Contract 2010.

Disqualification risks:

• Bids received after the closing date and time, regardless of method of delivery.
• Bids not submitted on the official forms (retyping not permitted).
• Incomplete or incomprehensive service documentation.
• Failure to complete standard bidding documents.
• Amendments to bid conditions or setting of counter conditions.
• Bids forwarded by telegram, telex, facsimile or similar apparatus.
• Missing or unsigned returnable forms.
• Bids from persons in the service of the state, or companies with directors who are in the service of the state.
• Failure to respond to clarification requests within the specified period.
• Fronting or misrepresentation.

Evaluation is conducted in three gates:

• Gate 1 – Mandatory Evaluation: Bidders must comply with all mandatory requirements; non-compliance leads to disqualification.
• Gate 2 – Administrative Evaluation: Bidders must submit all required administrative documents; missing documents may be provided within 2 working days, except SBD 6.1 which must be complete at submission.
• Gate 3 – Price and Specific Goals: 80/20 preference point system.

Price evaluation (80 points):

• Formula: Ps = 80 × (1 - (Pt - Pmin) / Pmin), where Ps = points for price, Pt = comparative price of bid under consideration, Pmin = comparative price of lowest acceptable bid.

Specific goals evaluation (20 points):

• 51% black ownership: 10 points (submit valid certified SANAS or DTI B-BBEE certificate or sworn affidavit).
• 30% or more black women ownership: 10 points (submit valid certified SANAS or DTI B-BBEE certificate or sworn affidavit).
• Points only awarded on submission of a duly completed SBD 6.1 and valid B-BBEE certificate or sworn affidavit.

Total: Price and Specific Goals points are consolidated out of 100.

CGS retains the right not to award to the lowest bidder.

The Council for Geoscience requires a state-of-the-art, fully automated thin section grinding machine to prepare thin sections from rock samples and other materials. The instrument must support long-term, high-throughput operation with minimal downtime and deliver high precision and accuracy for analysis by Optical Microscopy, SEM, LA-ICP-MS and EPMA.

Scope of work:

• Supply, deliver, install and successfully commission the machine.
• Provide a 12-month warranty commencing after acceptance of installation and commissioning.
• Provide a three-year service contract.
• Offer technical support for troubleshooting, remotely or on-site, with a 48-hour turnaround.
• Conduct on-site training in English for at least 6 personnel, covering operational and general maintenance aspects.
• Supply comprehensive equipment documentation: English operating manuals in hard and soft copies.

Mandatory specification (full compliance required; non-compliance disqualifies):

Features:

• Fully automated grinding and polishing of thin sections to required thickness.
• Fully mechanical grinding and polishing (no grinding media).
• Safety locks on all doors.
• Supply voltage 230 V.
• Internet connection.
• Touchscreen operator interface.
• Internal LED lighting.

Mechanical design:

• Adjustable spindle speed 0–1600 rpm or higher.
• Vacuum pump must be supplied.
• Two closed-loop re-circulation systems for lubrication.
• Polishing disc diameter 200 mm or 300 mm.

Performance:

• Capacity of 16 or more samples on standard geological thin section slides.
• Typical flatness over standard geological thin section of 0.1 μm.
• Minimum sample thickness 30 μm or less.
• Sample thickness variation ±1 μm.

Software:

• Automatic grinding process.
• Automatic polishing process with polishing liquid feed.
• Automated vacuum system monitoring.

Warranty:

• One year or more of comprehensive warranty from date of installation, covering the machine and accessories.

Local and service/maintenance contract:

• Local support by competent engineers.
• Three-year service contract included.

Pricing format: Price breakdown must be submitted in a separate envelope (part of the two-envelope procedure), indicating cost drivers.

Payment terms: No upfront or deposit payments. CGS will pay 30 days after delivery of goods or services and receipt of an invoice.

Bid security: None specified.

Bond/guarantee: None specified.

Financial capacity: No turnover or financial thresholds specified.

Tax compliance:

• Must be tax compliant at submission and remain compliant for the entire contract term.
• Submit SARS Tax Compliance Status PIN or CSD number; CGS will verify via CSD.
• Foreign bidders must also comply with tax requirements.
• Non-compliant bidders are given seven working days to correct non-compliance in the CSD; failure leads to disqualification.

Central Supplier Database (CSD):

• Must be registered on the CSD and submit proof of registration.
• For joint ventures, each partner must be registered and submit a compliant CSD report.

B-bbee:

• Specific goals points require a valid certified SANAS or DTI B-BBEE certificate, or sworn affidavit for EMEs/QSEs.
• Certificates issued by IRBA and Accounting Officers are not accepted.
• For consortium or joint venture, a consolidated B-BBEE certificate is required.

Company registration:

• Submit latest original certified copy of company registration certificate.

Joint venture/consortium:

• Submit a JV agreement with percentage split up to 100%, roles and responsibilities, JV bank account, and power of attorney to sign on behalf of the JV.

Other:

• Bidders must not be listed on the Register of Tender Defaulters or National Treasury's List of Restricted Suppliers.
• CGS may conduct due diligence and vetting prior to award, including verification of legal status, financial stability, technical capability, quality assurance standards, and references.