This Tender Has Expired

• Purpose: Procurement of an FTIR spectrometer to enhance Good Manufacturing Practice (GMP) compliance, quality control, and regulatory readiness for ARC.
• Background: Current material verification methods (organoleptic testing, pH measurements) are inadequate for rapid identity confirmation, traceability, data integrity (ALCOA+), and efficient batch release.
• FTIR benefits: Provides validated, non-destructive rapid material identification; supports data integrity with electronic records; enables audit readiness; reduces risk of non-conforming materials entering production.
• Alignment: Investment aligns with laboratory commitment to quality, safety, and regulatory compliance.

• Closing date and time: 27 May 2026 at 11:00.
• Compulsory physical information session: 14 May 2026 at 10:00 at ARC TAD Campus, 100 Old Soutpan Road, ARC - Transboundary Animal Diseases (ARC-TAD). Late arrivals (more than 15 minutes after start) not permitted.
• Tender document available from: 06 May 2026.
• Bid validity period: 120 days from submission date.

• Procurement/tender documentation enquiries: Contact both Ms Fisokuhle Dlamini (PURCO SA Procurement Officer, email: [email protected]) and Ms Emmy Galane (ARC Supply Chain Management, email: [email protected]).
• Technical enquiries: Submit via PURCO SA website under tender number ARC/03/05/2026. Only bidders who purchased the bid document will receive responses.
• Submission address: Electronic submission only at https://purcosa.co.za/.
• Phone contacts: Ms Fisokuhle Dlamini – 011 545 0940; Ms Emmy Galane – 012 529 9316.

• Submission method: Electronic submission only via the PURCO SA website at https://purcosa.co.za/. No physical, email, or fax submissions accepted.
• Deadline: 27 May 2026 at 11:00. Late submissions will not be considered.
• Required forms: Submit on official forms provided (not to be retyped). Complete all SBD forms (SBD 1, SBD 4, SBD 6.1, etc.). Master Bid Document must be initialed on each page and signed in full.
• Returnables: Include a detailed breakdown of tender price on company letterhead, all attachments, and compulsory documentation (Tax Clearance Certificate, B-BBEE certificate/affidavit, CSD report, Joint Venture Agreement if applicable).
• Disqualification risks: Failure to submit required documents, non-attendance at compulsory information session, late arrival at briefing (more than 15 minutes late), incomplete submissions, or providing false information will lead to disqualification or bid rejection.

Bidders must: 1) Attend the compulsory physical information session (Section 1.3). 2) Be in good financial and legal standing with no negative credit listings or disputes with PURCO SA/ARC. 3) Submit all mandatory documents (Phase 1 Pre-Compliance). 4) Score at least 70% on functionality evaluation (Phase 3). 5) Comply with sub-contracting limits (max 25% of contract value unless to an EME). 6) Meet legislative requirements including tax compliance and POPIA.

• Scope: Supply, delivery, installation, commissioning, and 5-year service and maintenance of a Fourier Transform Infra-Red (FTIR) Spectrometer for ARC – OVR Campus.
• Compulsory specifications: Bidder must indicate compliance, attach brochure, and show where requirements are met. Failure results in disqualification.
• Key requirements:
• Type: Benchtop FTIR Spectrometer with sealed, desiccated interferometer.
• Design: Compact, robust, vibration-resistant, dust-proof.
• Spectral range: 375–7500 cm⁻¹.
• Spectral resolution: 2 cm⁻¹ or better.
• Signal-to-noise ratio: ≥50,000:1 peak-to-peak.
• Interferometer: Michelson with RockSolid cube corner.
• IR source: Globar.
• Detector: Temperature-controlled DLaTGS.
• Sampling: Must include diamond ATR accessories.
• Validation: Automated internal instrument validation unit with report.
• Qualification: IQ/OQ/PQ documentation and software validation required.
• Compliance: GMP/GLP, audit trail, CFR 21 Part 11 validation.
• Warranty: 5 years.
• Services: IQ/OQ/PQ by qualified engineer, 5-year service and maintenance, user training, local support.
• Documentation: User manual, service manual, calibration certificate, compliance certificates, software license, IQ/OQ/PQ protocols.
• Failure to submit required information with bid leads to rejection.

• Evaluation methodology: Four-phase approach: Pre-Compliance (document check), Mandatory Requirements (compulsory session attendance), Functionality Scoring (reference letters and project plan), Price and Specific Goals (80/20 split).

• Experience proof: Submit reference letters from contactable references (not older than 5 years) demonstrating experience in supplying, delivering, installing, and servicing FTIR spectrometer equipment.
• Project plan: Provide comprehensive plan covering delivery timeline with IQ/OQ/PQ, training, after-sales service with response times, preventive maintenance for 5 years with local support proof, and risk management strategies.

• GMP compliance: FTIR system must support raw material identification per 21 CFR 211.84/EU GMP Chapter 6, data integrity (ALCOA+), validation (IQ/OQ/PQ), audit readiness, and risk reduction.
• Quality benefits: Improves quality control, regulatory compliance (GMP, 21 CFR Part 11, EU Annex 11), operational efficiency, non-destructive testing, and reduces human error.
• Compulsory session: Attend physical information session for tender discussion and site inspection to inform quotes.

• Pricing requirements: Submit detailed breakdown on company letterhead. Prices in ZAR, exclusive of VAT, fixed for project duration. Use Annexure A – Pricing Schedule Summary for component pricing (FTIR spectrometer, service and maintenance, computer, printer, surge protector, software, delivery, installation, training). No price adjustments after closure.

• Pricing format: Detailed breakdown of tender price as per costing structure. Prices must be in South African Rand (ZAR).
• Price basis: All prices quoted exclusive of VAT. No price changes after submission, including subsequent VAT registration. Bid price fixed for project duration, no escalations.
• Payment terms: ARC pays within 30 days upon satisfactory work completion and submission of required reports. No payment if outstanding information/work not submitted.
• Bonds/guarantees: Not specified.
• Financial capacity: Bidders must be in good financial standing (no negative credit listings).
• Pricing schedule: Use Annexure A – Pricing Schedule Summary for component pricing (FTIR spectrometer, service and maintenance, computer, printer, surge protector, software, delivery, installation, training). Prices exclude VAT.

• CSD: Provide Central Supplier Database (CSD) registration report.
• Tax compliance: Submit valid Tax Clearance Certificate with Tax Pin. Foreign bidders follow specific requirements.
• B-BBEE: Submit valid B-BBEE certificate from SANAS accredited agency or sworn affidavit. Non-submission doesn't disqualify at Phase 1 but awards zero points in Phase 4.
• Subcontracting restrictions: Subcontracting limited to 25% of contract value unless subcontractor is an EME with equal or higher B-BBEE status.
• Local content: Subcontracting cannot reduce local production/content below stipulated threshold.
• VAT registration: Bidders with taxable supplies over R1 million in 12 months must register for VAT within one month of award.
• General compliance: Adhere to General Conditions of Contract as per National Treasury. Misrepresentation leads to disqualification and contract cancellation.

• Service fee: Supplier pays PURCO SA 2% service fee on total invoice value (including ad-hoc services), payable within 30 days. Late payment incurs 2% monthly interest and may lead to termination.
• Monthly sales report: Submit written report by 10th working day of each month detailing purchases from members. Discrepancies investigated within 7 days.
• Right to offset: PURCO SA members may offset outstanding amounts owed by supplier against amounts owed to supplier.
• Bidder obligations: Bear all proposal costs; proposals valid for 120 days; ARC not liable for bidder expenses.
• Contract terms: Successful bidder must complete work within 3 months unless otherwise agreed; maintain confidentiality; accept professional liability; obtain ARC permission for personnel replacement.
• ARC rights: May award or not award; split tender; negotiate partial execution; enter non-exclusive agreements; cancel bid if requirements not met; conduct site inspections.