YSI Water Quality Sonde Spares and Maintenance

The National Research Foundation (NRF), through its South African Environmental Observation Network (SAEON), is inviting bids for a five-year contract to supply replacement spare parts, maintenance services, calibration solutions and testing reagents for water quality monitoring equipment used by the Expanded Freshwater and Terrestrial Observation Network (EFTEON). EFTEON is a Department of Science, Technology and Innovation (DSTI) funded research infrastructure comprising six instrumented landscapes across South Africa. The YSI EXO2 sondes already deployed in freshwater systems and rivers continuously measure pH, electrical conductivity, turbidity, dissolved oxygen and fluorescent dissolved organic matter (fDOM). The YSI 9800 Photometer, used for monthly analysis of water samples collected by staff, requires a steady supply of reagents to measure a wide range of parameters.

The scope has three sections. Section 1 covers 11 replacement sonde components, including wireless communication devices, cables, anti-fouling guards, wipers and optical DO, fDOM, turbidity, pH and conductivity/temperature sensors. The successful bidder must also provide replacement and repair support for these items for the three-year warranty period. Section 2 covers nine calibration solutions and accessories, including conductivity, pH 4, 7 and 10 buffers, three turbidity standards, sulphuric acid for fDOM calibration, and calibration cups. Each solution must have a minimum shelf life of two years on delivery, and smaller containers (475 ml to 1 L) are preferred. Section 3 covers 24 YSI 9800 Photometer reagent types, including alkalinity, chlorine, copper, nitrate, phosphate, pH and sulfate tests. Spare parts, solutions and reagents are ordered on an as-needed basis rather than in a single shipment, and quantities in the pricing schedule are estimates only. All items are to be delivered to the SAEON National Office at 211 Nana Sita Street, Pretoria, Monday to Friday, 08:00 to 16:00, within 28 days of an order. Any anticipated delay, including items sourced from an alternative supplier, must be communicated promptly with an estimated delivery date.

Performance is governed by agreed KPIs and penalties under the General Conditions of Contract. These include delivery within 28 days, responses to technical or quotation queries within 48 hours, delivery of solutions with the full two-year shelf life, and evaluation of sensor repairs within 14 days. Bidders must appoint a contract manager and pass a two-stage evaluation. Stage 1 checks mandatory administrative documents, including the SBD forms, CSD registration, a valid tax compliance status and beneficial ownership disclosure. Stage 2 is pass/fail on the ability to supply all listed instruments, calibration solutions and reagents with the required shelf life, and on providing spare parts with a three-year warranty. Stage 3 scores price (80 points) and B-BBEE preference (20 points). Bids are submitted electronically as password-protected PDFs in a two-folder system, to tenders@saeon.nrf.ac.za or via eTenders. The closing date is 27 November 2026 at 11:00, bids are valid for 90 days, and a non-compulsory briefing session is held on 13 November 2026 at 11:00. The benefit to the successful supplier is a long-term, five-year recurring revenue stream supporting national environmental research infrastructure.