Objectives

The primary objective is to secure a qualified service provider to perform precise calibration services on laboratory equipment, ensuring measurement accuracy, regulatory compliance, and consistent water quality testing operations. The tender aims to establish a reliable supply chain partner capable of delivering traceable calibration certificates while adhering to South African public procurement frameworks.

Scope of Work

The scope covers the calibration of twelve categories of laboratory instruments across specified temperature, rotational speed, volume, and mass parameters. Key items include:

• Digital and infrared thermometers calibrated at multiple temperature points ranging from minus seventy to one hundred eighty degrees Celsius.
• Multipoint calibration for incubators, ovens, water baths, and refrigeration/freezing units, including ultra-low temperature freezers.
• Autoclave calibration under loaded operational conditions at specified thermal thresholds.
• Pipette calibration across multiple volumetric ranges.
• Calibration of standardized mass pieces ranging from zero point one grams to two thousand grams.

All services must be delivered to designated regional destinations, with delivery costs factored into the quoted price.

Technical Requirements

• Submission must comply with the Preferential Procurement Policy Framework Act and its 2022 Regulations.
• A single-folder bid compilation is mandatory, containing all administrative, financial, and technical documents.
• Standard Bidding Documents (SBD 1, SBD 3.1, SBD 4, and SBD 6.1) must be fully completed, signed, and submitted alongside the quotation.
• A valid Tax Compliance Status PIN issued by the South African Revenue Service is required.
• Quotations must be issued on official company letterhead or stamped, remain valid for sixty days post-closing, and reflect firm pricing without exchange rate fluctuations.
• Bidders must respond to arithmetic error clarifications within five days if requested.
• Evaluation follows an 80/20 scoring model, with eighty percent allocated to price and twenty percent to specific socio-economic goals.

Skills Requirements

• Accredited calibration capabilities aligned with national metrology and laboratory accreditation standards.
• Technical proficiency in calibrating precision temperature sensors, biological incubation systems, pressurized sterilization equipment, volumetric dispensing tools, and certified weight sets.
• Experience handling specialized instrumentation, particularly ultra-low temperature freezers and autoclaves requiring performance verification under load.
• Ability to issue traceable calibration certificates, maintain quality management documentation, and provide clear technical reporting per instrument type.

Key Terms & Definitions

80/20 Preference Point System: A standard South African procurement scoring mechanism where eighty percent of evaluation points are awarded based on competitive pricing, and twenty percent are allocated to specific socio-economic goals, including BBBEE status, ownership by historically disadvantaged individuals, and geographic proximity to the Northern Cape or Free State provinces.

Loaded Runs: Refers to autoclave calibration performed while the chamber contains simulated or actual loads, ensuring the equipment maintains target temperatures and sterilization efficacy under real-world operational stress.

One-Folder Bid: A strict submission format requiring all tender documents, including SBD forms, tax compliance proof, pricing schedules, and declarations, to be consolidated into a single digital or physical package. Separate envelopes or fragmented submissions result in immediate disqualification.

SBD Forms: Standard Bidding Documents mandated by the National Treasury for public sector procurement, covering bidder disclosure, tax compliance, pricing schedules, and preference point claims to ensure transparency and accountability.