Objectives

To procure reliable calibration services for municipal portable and confined-space gas analyzers, ensuring accurate hazard detection, regulatory compliance, and operational safety across municipal operations.

Scope

The contract encompasses the calibration of six specific gas meter models (Senko SP-MOT-P and GX-2009). Services include testing for carbon monoxide (CO), oxygen (O2), hydrogen sulfide (H2S), and lower explosive limit (LEL) concentrations. The provider must issue a dedicated certificate of calibration for each unit. Collection and delivery services are mandatory if the provider’s facility lies beyond a 20-kilometer radius of Stellenbosch. Due to staggered operational deployment, quotations must be structured on a per-unit pricing basis rather than a single lump-sum amount.

Technical Requirements

• Calibration must be executed by a SANAS-accredited laboratory utilizing measurement standards traceable to ISO/SANS regulations.
• Providers must address the unavailability of pre-existing calibration connections by supplying appropriate adapters or implementing alternative calibration methodologies.
• Each successfully calibrated unit must be accompanied by an official certificate of calibration.
• All submissions must strictly adhere to the minimum technical specifications outlined in the tender; any deviations must be explicitly documented.

Skills Requirements

• Proven expertise in calibrating portable and confined-space gas detection instruments.
• Holding valid accreditation from recognized metrology and quality assurance bodies.
• Competence in interpreting gas analyzer specifications, safety protocols, and traceability documentation.
• Logistical coordination capabilities for secure transportation, handling, and return of sensitive monitoring equipment.

Explanation of Unusual or Complicated Terms

80/20 Preference Point System: A procurement evaluation model allocating 80 points to price competitiveness and 20 points to socio-economic goals (10 points for Broad-Based Black Economic Empowerment status level and 10 points for local supplier status within the municipal boundary).

MBD Documentation: Mandatory South African government bidding forms covering conflict of interest declarations, past supply chain management practices, independent bid determination, and preference claims.

Sworn Affidavit Rule: While third-party B-BBEE certificates may be verified digitally, an original sworn affidavit (valid for one calendar year) must be physically delivered to qualify for preference points.

Indemnity & OHS Compliance: Contractors assume full financial and legal liability for property damage, injury, or loss during service execution, requiring comprehensive insurance coverage aligned with occupational health and safety legislation.

Locality Definition: Preference points for geographic location apply exclusively if the bidder’s registered business premises fall within the Stellenbosch Municipal jurisdiction (code WC024).