Tender Summary: Service and Calibration of Colorimeters

Objectives

The primary objective is to procure professional maintenance and calibration services for three HACH DR300 Pocket Colorimeters. This ensures the municipality’s laboratory retains accurate, reliable, and compliant water quality testing capabilities while minimizing operational interruptions.

Scope of Work

• Perform comprehensive service and calibration on three (3) HACH DR300 Pocket Colorimeters.
• Prioritize on-site calibration at the municipality’s premises wherever technically feasible.
• Adhere to a staggered removal protocol: only one or two instruments may be taken off-site at a time to prevent workflow disruption.
• Coordinate calibration schedules in advance with the Laboratory Supervisor to guarantee instrument availability for critical testing periods.
• Provide a formal quotation valid for thirty (30) days from the closing date.

Technical Requirements

• Demonstrated capability to service and calibrate HACH DR300 Pocket Colorimeters or functionally equivalent analytical instruments.
• Access to certified calibration standards and traceable measurement protocols compliant with laboratory quality assurance standards.
• Logistical capacity to conduct on-site work or manage controlled, partial instrument removal without compromising data integrity.
• Full compliance with municipal supply chain management regulations, including submission of completed MBD forms, tax compliance certificates, and sworn affidavits for ownership and demographic preferences.

Skills Requirements

• Technical expertise in analytical chemistry instrumentation, specifically pocket colorimeters and optical measurement devices.
• Strong project coordination and communication skills to align calibration activities with laboratory operational schedules.
• Administrative proficiency to accurately complete standardized bidding documentation and attach required proof of compliance.
• Understanding of public procurement frameworks, including anti-collusion declarations, past supply chain practice disclosures, and preferential procurement compliance.

Notable Terms & Conditions

80/20 Preferential Point System: An evaluation methodology where eighty percent of the scoring is allocated to price competitiveness, and twenty percent is distributed across specific socio-economic goals. These goals prioritize businesses owned by black individuals, promote local rural and urban enterprises, and support youth, women, and persons with disabilities.

MBD Forms: Mandatory Municipal Bidding Documents used in South African government procurement. They standardize bid submissions, enforce tax compliance, declare independence from collusive bidding practices, and verify that bidders are not listed on the Register for Tender Defaulters.

Staggered Instrument Removal: A logistical requirement mandating that no more than two colorimeters leave the premises simultaneously. This ensures continuous laboratory functionality while still allowing necessary maintenance.

Bids must be physically deposited in the official tender box by the stipulated deadline. Electronic submissions, faxes, or incomplete packages will be rejected. The municipality reserves the right to accept or reject any or all bids without providing reasons.