Objectives

The primary objective of this tender is to procure professional calibration services for twenty-five (25) microscopes for the Agricultural Research Council’s Onderstepoort Veterinary Institute. The procurement seeks to ensure all specified optical instruments meet rigorous measurement accuracy standards through accredited calibration, while complying with national public procurement and socio-economic transformation policies.

Scope

The scope covers the complete calibration of 25 microscopes, to be delivered and rendered at the ARC facility in Pretoria. Key components include:

• Performing calibration in accordance with scientific and manufacturer specifications.
• Providing formal calibration certificates upon completion.
• Establishing a recurring maintenance schedule with a mandatory calibration frequency of every 24 months.
• Submitting comprehensive warranty and guarantee documentation detailing the coverage period and extent for the calibrated equipment.
• Fulfilling all administrative procurement requirements, including Central Supplier Database (CSD) registration, Standard Bidding Document (SBD) submission, and preference point claims.

Technical Requirements

• All calibration work must be performed exclusively by a laboratory holding valid SANAS accreditation specifically covering microscope calibration.
• Bidders must attach their official SANAS Certificate of Accreditation and the corresponding scope of accreditation to their quotation. Failure to submit these documents will result in immediate disqualification.
• Quotations must be submitted on official company letterhead, duly signed, and must clearly state the proposed delivery or completion date.
• All prices must be quoted in South African Rand and must be fully inclusive of VAT, delivery, insurance, taxes, and any ancillary costs. No post-submission price adjustments or amendments will be accepted.
• The validity period of the quotation must be explicitly indicated.
• Suppliers assume full responsibility for the proper execution and fulfilment of the contracted services.

Skills Requirements

While the tender does not list individual technician certifications, the mandatory SANAS accreditation requirement inherently demands that the service provider employs competent, trained, and certified calibration specialists. Personnel must possess proven expertise in optical instrument calibration, adhere to ISO/IEC 17025 quality management standards, and maintain current competency records as verified during SANAS assessments. The provider must also demonstrate operational capacity to manage a recurring 24-month calibration cycle, maintain traceable measurement chains, and deliver accurate, auditable calibration reports.

Explanation of Unusual or Complicated Terms

• SANAS Accreditation: Refers to certification by the South African National Accreditation System, the national authority that evaluates and recognises laboratories against international standards (primarily ISO/IEC 17025). It guarantees that calibration results are technically valid, legally defensible, and internationally recognised.
• 80/20 Preference Point System: A South African public procurement scoring mechanism where 80 points are allocated to the lowest acceptable price and 20 points are awarded for socio-economic transformation goals. These goals include ownership by historically disadvantaged individuals (HDIs), women, youth, persons with disabilities, Broad-Based Black Economic Empowerment (B-BBEE) status, and the promotion of small, medium, and micro enterprises (SMMEs).
• Central Supplier Database (CSD): A national government registry managed by the National Treasury. All bidders must be registered on the CSD and must submit their registration number and full CSD report to prove eligibility and transparency.
• Standard Bidding Documents (SBD): Official government forms used to collect bidder information, declare conflicts of interest, claim preference points, and certify compliance with supply chain management policies. Signed SBDs are mandatory for bid consideration.