Objectives

The primary objective is to appoint a qualified service provider to inspect, service, maintain, and calibrate 107 thermal scanners deployed across multiple South African Ports of Entry (PoE) for the Border Management Authority. The goal is to ensure optimal functionality, regulatory compliance, and accurate thermal imaging capabilities for border control operations.

Scope of Work

• Conduct thorough inspections, servicing, and calibration of 107 thermal scanners (primarily Flir E8 Pro handheld and desktop models).
• Diagnose and repair hardware faults, including battery failures, charging port malfunctions, system freezing, and complete power failures.
• Replace damaged components and supply missing accessories such as chargers and kits.
• Provide official calibration certificates upon completion of services.
• Execute maintenance across numerous geographically dispersed PoE locations, with some units requiring only calibration while others need full diagnostic repairs.

Technical Requirements

• Valid ISO/IEC 17025 accreditation for testing and calibration laboratories.
• Demonstrated track record in thermal scanner maintenance and calibration, supported by client references (on official letterhead, dated, signed, and not older than five years).
• Minimum Professional Indemnity insurance coverage of R160 million.
• Provision of performance security within thirty days of contract award.
• Warranty period of twelve months post-acceptance or eighteen months from shipment, whichever occurs first.
• Strict adherence to South African public procurement regulations, including Central Supplier Database (CSD) registration, SARS Tax Compliance Status, and Broad-Based Black Economic Empowerment (B-BBEE) documentation.

Skills Requirements

• Specialized technical expertise in servicing and calibrating thermal imaging equipment, particularly Flir E8 Pro series devices.
• Proficiency in electronic diagnostics, component-level repair, and firmware/software troubleshooting.
• Knowledge of national and international calibration standards to issue legally recognized calibration certificates.
• Strong logistical and project management capabilities to coordinate field visits across multiple border posts efficiently.
• Familiarity with government contracting frameworks, compliance documentation, and reporting standards.

Explanation of Unusual or Complicated Terms

ISO/IEC 17025 Accreditation: An internationally recognized standard specifying the competence, impartiality, and consistent operation of testing and calibration laboratories. It ensures the provider’s measurements and certifications are technically valid, traceable, and legally defensible.

Professional Indemnity Insurance (R160 million): A specialized policy covering financial losses arising from professional negligence, errors, or omissions during service delivery. The high threshold reflects the critical nature of border security equipment and potential operational liabilities.

80/20 Preference Point System: A preferential procurement model where 80% of evaluation points are awarded based on price competitiveness, and 20% are allocated for socio-economic goals (e.g., ownership by Black individuals, women, youth, or military veterans), as mandated by South African Preferential Procurement Regulations.

Performance Security: A financial guarantee (typically a bank guarantee or certified cheque) submitted post-award to protect the client against contractor default, non-performance, or breach of contractual obligations.