Quotation Summary: Gel Documentation System for PCR

1. Objectives

The primary objective of this tender is to procure a Gel Documentation System for PCR for the Jozini Malaria Control office, under the Department of Health (KwaZulu-Natal). The system will be used for the study, capture, and analysis of images of nucleic acids. Specifically, it is intended to photo-document and analyze DNA/RNA fragments after gel electrophoresis, which is critical for verifying the success of PCR reactions. The specific model indicated as an example is the Bio-Rad GelDoc Go system.

2. Scope of Supply

This is a once-off procurement for goods. The scope includes the supply and delivery of one (01) unit of a Gel Documentation System for PCR. The quotation number is UEM033/26/27 (also referenced as ZNQ/UEM/033/26-27).

Key conditions relating to the scope:

• Delivery Point: Goods must be delivered to the Jozini Malaria Control office.
• Delivery Costs: All delivery costs must be included in the quoted price for delivery at the prescribed destination.
• Commissioning: The successful bidder is responsible for the delivery, installation, testing, calibration, demonstration (including specified training), and commissioning of the equipment at the specific hospital/institution at their own expense.
• Validity Period: Quotes must remain valid for a period of 90 days from the closing date, while the specification requires prices to be valid for 180 days from the bid closing date.

3. Technical Requirements

The system must comply with a detailed technical specification (H.T.S. No. E300) to ensure it meets the clinical requirements. Full compliance with the specification is mandatory. Key technical requirements include:

• Product Type: New, unused equipment of the most recent model (refurbished or reconditioned units are not accepted).
• Functionality: Must include Smart Tray Technology for automatic recognition of trays, auto-focus, and auto-exposure with two algorithms (rapid/optical).
• Hardware Specifications: Must feature a multitouch screen (approx. 10-inch, 1024x768 pixels), a 6.3 MP CMOS detector, a maximum image area of 21x14 cm, and a bit depth of 65,536 gray levels.
• Excitation Source: Trans-UVB (standard), with optional epi-white and trans-blue trays.
• Safety & Compliance: Equipment must be CE Certified and comply with IEC 60601-1 safety standards. It must be S.A.N.S. colour-coded and come with a 3-metre hospital-grade mains cable and a 15 Amp approved plug top.
• Regulatory: The product must be registered with SAHPRA, and a licence number must be provided. Compliance with Radiation Control licensing is required, or proof from the authority that it is not needed.

4. Required Documentation & Outputs

• Technical Literature: Offers must be supported by descriptive literature, colour pamphlets, brochures, and technical data sheets. Failure to submit this will result in disqualification.
• Manuals: Two (2) copies each of complete original user operation/maintenance manuals and service/repair manuals in English must be included at no extra cost.
• Training: The bidder must provide end-user training and full technical training (down to PCB level) to Health Technology Services technicians, as well as ongoing training.
• Warranty: The equipment must be guaranteed for a minimum period of twenty-four (24) months.

5. Skills and Capacity Requirements

Bidders must demonstrate the necessary capacity and skills to fulfil the contract. The evaluation will assess capability at various stages:

• Administrative & Compliance: Bidders must submit all required, fully completed, original signed documentation (e.g., SBD 4, Price Page, SBD 6.1). They must be registered on the Central Supplier Database (CSD) and have a valid SARS PIN.
• Capacity to Deliver: Bidders must provide proof of at least one previous order and delivery note, demonstrating they have successfully delivered similar goods to a health facility. Bidders previously defaulting on orders may be disqualified.
• Technical Support Skills: The bidder must have a well-established service and repair facility in KwaZulu-Natal. Technicians must be trained by the Original Equipment Manufacturer (OEM), with proof of training required.
• Service Agent: If services are subcontracted, a signed letter of appointment and acceptance from the local service agent based in KZN must be submitted.

6. Evaluation Criteria

Quotations will be evaluated in four stages:

1. Stage 1: Administrative Compliance, Compulsory, and Mandatory Requirements.
2. Stage 2: Capacity to Deliver.
3. Stage 3: Compliance with Specification.
4. Stage 4: Price and Preference Points System (80/20 system).

Bidders must confirm compliance with the specification, as only offers that meet or exceed the specification will be considered.

7. Additional Key Terms

• Preference Points: 20 points are allocated to promote South African owned enterprises. Proof (e.g., ID copies) must be submitted to claim these points.
• Price: Prices must be firm and include VAT (if a VAT vendor). The price quoted must cover all work/items, with errors at the bidder's risk. "Used" or "second-hand" products are prohibited.
• Declaration of Interest: Bidders must disclose any relationship with any person employed by the KZN Department of Health.

Note on Terminology: A "Gel Documentation System" is a specialized lab device combining a darkroom, UV light source, and camera to visualize and capture images of DNA/RNA stained with fluorescent dyes after gel electrophoresis. This is essential equipment for molecular biology work, such as verifying PCR results.