Labware lims support services – 12-Month support and development (mintek, randburg)

{"closingDate":"09 October 2026","closingTime":"12h00","briefingSession":"{"date":"22 September 2026","time":"11:00","venue":"11:00 (Attendance is non","is_compulsory":true}"}

A briefing session will be held on 22 September 2026 at 11:00. Attendance is non-mandatory. The session will be held online via Microsoft Teams: https://teams.microsoft.com/meet/317183358238182?p=UGsYWpYzZ5OFsTjc4Z, Meeting ID: 317 183 358 238 182, Passcode: yh6Ab7s4.

{"name":null,"email":"[email protected]","phone":null,"department":"Supply Chain Management","address":null}

The following must be submitted with the tender proposal: MTF 01: Financial Offer and Price Declaration; tax compliance status (TCS) or CSD number; all requested relevant and/or additional documentation. The correct tender reference number and bidding company's name must appear on all pages. All documents must be submitted on or before the closing date and time.

No eligibility criteria specified

The purpose of this tender is to invite suppliers including authorized Labware resellers or partners

to submit proposals for the Labware LIMS Support Services for a period of twelve (12) months.

The service is required at Mintek’s premises located at 200 Malibongwe Drive, Strydom Park,

Randburg.

• Provide full support (1st line, 2nd line, and 3rd line) for Mintek’s Labware LIMS System

for the period twelve (12) months.

• The monthly retainer service fee must be a fixed fee that includes all support effort for

1st line, 2nd line and 3rd line calls, as well as administrative effort, e.g. for attending SLA

meetings.

• In addition to the fixed monthly support fee, a bucket of 600 hours must be quoted on for

ad-hoc Labware LIMS-related development work. This bucket of hours will only be

invoiceable when a development quote was approved by Mintek and successfully

completed.

• The support can be provided remotely, but onsite assistance must be provided when

required.

• Mintek will ensure that the infrastructure to run the LIMS System is in place. Any

infrastructure faults will not be the responsibility of the LIMS Service Provider to resolve.

• After-hours support must be available on request at a predetermined hourly rate

specified in the quote.

• Monthly meetings must be held, and minutes of the meeting must be prepared by the

appointed service provider.

• The successful bidder shall perform knowledge transfer throughout the contract,

including, documentation updates, administrator guides, user support guides, and

handover at contract completion.

• The following requirements must be met on a monthly basis for incidents and requests

logged:

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

a) Priority 1 (P1): In the event the System is not accessible by ALL the users. This

needs immediate attention and must be resolved within 4 Hours of logging. Mintek

must be kept informed on the resolution of the incident every 30 minutes.

b) Priority 2 (P2): This severity will be used for instances where the system is partly

accessible, however other major functions of the system are not accessible to ALL

the users. This Incident must be resolved within 8 Hours. Mintek must be kept

informed on the resolution of the incident every 1 hour.

c) Priority 3 (P3): This severity will be used for instances where the system is fully

accessible however some functions of the system are faulty, or results are not as

expected from the system. This incident must be resolved within 48 Hours.

d) Change Request (CR): A change request will be logged to enhance the system or

to update a function on the system. This will be planned, and the Software

Development Life Cycle (SDLC) will be followed to launch the new functionality.

That is, 1. there will be Analysis done to determine the impact, 2. Development will

be completed, 3. Testing will be scheduled, and once signed off by Mintek, the

new function will be rolled to production. The duration on this will be determined

by the parties at the time, depending on the business priority for the change.

Include Cybersecurity/ audit trail requirements.

• The bidder must be able to provide remote assistance, as well as onsite support when

necessary.

NB: Mintek will not be liable for Travel costs.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

24. Evaluation of the proposal

Tender proposals will be evaluated in accordance with the 80/20 preference point system, as

contemplated in the Preferential Procurement Regulations, 2022 pertaining to the Preferential

Procurement Policy Framework Act (PPPFA) (Act ).

24.1 Phase 1: Administrative Documents

Without limiting the generality of Mintek’s other critical requirements for this bid, a bidder(s) should

submit the documents listed in the table below. Please ensure that all documents are duly

completed and signed by the duly authorised representative of the prospective bidder(s).

Administrative documents Tick if submitted

MTF 01: Financial Offer and Price Declaration Yes No

MTF 02: Price Yes No

MTF 03: Validity of Tender Price Yes No

MTF 04: Form of Offer and Acceptance Yes No

MTF 05: Service Provider Declaration Form and Experience Yes No

MTF 06: Bank Details Form Yes No

SBD 6.1: Preference Points Claim Form in terms of the Preferential

Yes No

Procurement Regulations 2022

SBD 4: Bidder’s Disclosure Yes No

Central Supplier Database (CSD) Report Yes No

Joint Venture, Consortium, or Partnership agreement signed by all

Yes No

parties of agreement (if applicable)

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

24.2 Phase 2: Functionality

The following functionality criteria will be used for evaluating all tenders/ bid proposals. The

functional evaluation process will be based on the bidder’s response in respect of the proposal

evaluated on the minimum offering. Bidders must score a minimum of 70 points to qualify for

further evaluation on Price and Specific Goals.

24.2.1 Framework for Evaluation of Functionality Criteria

NO. evaluation criteria points

1. Service Provision 40

1.1. Labware LIMS Support and Development Capability:

The bidder must demonstrate the capability and commitment to provide

comprehensive 1st Line, 2nd Line, and 3rd Line support services for a

period of twelve (12) months. The bidder must submit the following:

• A Support Methodology and Service Management Approach document

detailing their approach to 1st, 2nd, and 3rd Line support, incident

management, problem management, escalation procedures, and user

support.

• A Support Team Structure and Resource Allocation Plan, including an

organogram, key personnel, roles and responsibilities, and relevant 30

Labware LIMS support experience.

• A Service Level Agreement (SLA) and Escalation Matrix indicating

support response times, resolution targets, escalation procedures, and

service reporting commitments as per the scope of work.

• A Technical Approach and Methodology document detailing the

proposed approach for maintenance, troubleshooting, report

enhancements, dashboard development, analytical reporting support,

testing, deployment, and user support for the period twelve (12)

months.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

NO. evaluation criteria points

7.1 In cases where the estimated value of the envisaged changes in purchase does not

vary by more than 25% of the total value of the original contract, the Contractor may

be instructed to deliver the goods or render the services as such. In cases of

measurable quantities, the Contractor may be approached to reduce the unit price,

and such offers may be accepted provided that there is no escalation in price.

8. Delays in the supplier’s performance

8.1 Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract.

8.2 If at any time during performance of the contract, the supplier or its sub-Contractor(s)

encounters conditions impeding timely delivery of the goods and performance of

services, the supplier shall promptly notify the purchaser in writing of the fact of the

delay, its likely duration and its cause(s). As soon as practicable after receipt of the

supplier’s notice, the purchaser shall evaluate the situation and may at his discretion

extend the supplier’s time for performance, with or without the imposition of penalties,

of 67

Company Name: __________________________________ Initials: __________

comprehensive 1st Line, 2nd Line, and 3rd Line support services for a

period of twelve (12) months. The bidder must submit the following:

• A Support Methodology and Service Management Approach document

detailing their approach to 1st, 2nd, and 3rd Line support, incident

management, problem management, escalation procedures, and user

support.

• A Support Team Structure and Resource Allocation Plan, including an

organogram, key personnel, roles and responsibilities, and relevant 30

• A Service Level Agreement (SLA) and Escalation Matrix indicating

support response times, resolution targets, escalation procedures, and

service reporting commitments as per the scope of work.

• A Technical Approach and Methodology document detailing the

proposed approach for maintenance, troubleshooting, report

enhancements, dashboard development, analytical reporting support,

testing, deployment, and user support for the period twelve (12)

months.

of 67

Company Name: __________________________________ Initials: __________

Scoring:

• A bidder who submitted a detailed Approach and methodology

including all the requirements mentioned above = 30 points

• A bidder who submitted one or two requirement mentioned above =

20 points

• A bidder who submitted a generic approach and methodology = 10

points

• No approach and methodology submitted = 0 points

1.2. Remote and Onsite Support Capability

The bidder must confirm its ability to provide both remote and onsite support 10

services when required. Resources assigned to the contract preferable

based in Gauteng to ensure timely onsite assistance.

Section b: mintek tender forms (mtf) for completion

B1 – financial offer forms

• MTF 01: Financial Offer and Price Declaration

• MTF 02: Price

• MTF 03: Validity of Tender Price

• MTF 04: Form of Offer and Acceptance

B2 – standard bidding documents

• MTF 05: Service Provider Declaration Form and Experience

• MTF 06: Bank Details Form

• SBD 4: Bidder’s Disclosure

• SBD 6.1: Preference Points Claim Form in terms of the Preferential Procurement

Regulations 2022

of 67

Company Name: __________________________________ Initials: __________

MTF 01: Financial Offer and Price Declaration Yes No

MTF 02: Price Yes No

MTF 03: Validity of Tender Price Yes No

MTF 04: Form of Offer and Acceptance Yes No

MTF 05: Service Provider Declaration Form and Experience Yes No

MTF 06: Bank Details Form Yes No

SBD 6.1: Preference Points Claim Form in terms of the Preferential

A bidder must provide at least two (2) Support resources with a minimum

2. years’ experience in supporting Labware LIMS. Detailed CV’s,

qualifications and a valid certificate must be submitted.

2.1. Relevant Qualification

The bidder must provide at least two (2) support resources with a

qualification in the any of the following fields: Information 10

Scoring:

• NQF Level 7 = 10 points
• NQF Level 6 = 5 points
• Below level 6= 0 point.

2.2. Labware LIMS Experience

The bidder must provide at least two (2) support resources, both with a

minimum of five (5) years' experience supporting, administering,

configuring, and maintaining Labware LIMS systems in a laboratory

environment. Detailed CVs must be submitted.

Scoring (based on two most experienced resources):

• 10 points for each resource with 5 (or more) years of experience
• 5 points for each resource with 3 to 4 years of experience
• 2.5 points for each resource with 1 to 2 years of experience

2.3. Valid ITIL / Service Management Certification and Experience

or equivalent service management qualifications and experience in

incident, problem, and change management.

Scoring: 5

• Service Management Certification and experience = 5 points
• Bidder with experience but no certification =2 point
• Bidder with certification but no experience=2 point
• No submission=0 points

3. Company References 25

3.1. The bidder must provide proof of Labware LIMS support reference

letters. A minimum of three (3) signed reference letters not older than five

(5) years to be provided.

Scoring:

• 3 or more reference letters = 25 points
• 2 reference letters = 15 points

of 67

Company Name: __________________________________ Initials: __________

and format. Any additional particulars should be furnished on this document where

appropriate, or in a separate annexure.

1.11 Should the bidder desire to make any departures from, or modifications to this tender/

bid or to qualify its quotation in any way, the tender shall clearly set out its tender

departure/ modification as an Annexure, or alternatively state the content in a

covering letter attached to the tender proposal referred to herein, failing which, the

tender shall be deemed to be unqualified unless it conforms exactly with the

requirements of this tender. Unless otherwise specified and stipulated in writing, any

part of the tenderer’s tender/bid which deviates from any terms and conditions stated

within the tender document, shall be of no force or effect.

1.12 This tender document, together with associated forms and annexures, may NOT be

retyped or re-drafted, but photocopies or reprints may be prepared and used.

1.13 Bidders should check the numbers of the pages and satisfy themselves that none

are missing or duplicated. No liability shall be accepted in regard to claims arising

from the fact that pages are missing or duplicated.

1.14 The tender price shall be open for acceptance for a period of at least 90 calendar

days after the closing date of the tender. It should be noted that Tenderers may

offer a shorter validity period, but their bid may in that event, be disregarded for such

a reason. Tenderers shall clearly state whether or not prices will remain firm for the

duration of the contract. Only firm prices will be accepted. Non-firm prices (including

prices subject to rates of exchange of variations) will not be considered. In cases

where different delivery points influence the pricing, a separate pricing schedule must

be submitted for each delivery point.

1.15 Failure to have the Price declaration of this tender document signed by a duly

authorized person will constitute non-commitment by the bidder of the tender price,

and the bid will be invalidated.

1.16 All prices shall be quoted in South African currency and be VAT inclusive.

1.17 Mintek reserves the right to only accept part of the submitted bid by a supplier.

1.18 Mintek reserves the right to withdraw this tender.

of 67

Company Name: __________________________________ Initials: __________

e. If the entity submitting a Tender is a Joint Venture or a Consortium or Partnership,

each party to that formation must submit all the above information. A JV /consortium

agreement must be submitted signed by all members of the JV.

f. The Tenderer must be in good standing to do business with the public sector in

terms of Regulation 38 of the Supply Chain Management Regulations (Government

Gazette May 2005).

g. Complies with the requirements of the Specification.

h. Adheres to Pricing Instructions.

i. Complies in full and observes the requirements of the Notice to Tenderers (if

applicable).

j. In addition to the terms and conditions stipulated in this document, for the Tender to

be considered responsive, the tenderer must submit the following tender information:

• A fully completed and signed tender form.

• The tenderer’s details.

• The necessary document authorising the Representative to sign and submit the

Tender on the Tenderer’s behalf.

• The Declaration by Tenderer.

6.1 The Tenderer shall supply all the price information required in the price schedule,

failure to do so shall invalidate the Tender.

6.2 No claim for price escalation will be considered unless it is specifically stated that this

Minimum functionality/qualifying score: 70

minimum score of 70

tax compliance status must be submitted with the tender proposal on or before the

tax compliance

tax compliance status

tax compliance status (TCS) or pin may also be made via e-filing

CSD registration number attached to their proposals

CSD number

CSD number must be provided

Central supplier database (csd) registration

Central Supplier Database

central supplier database (CSD), a CSD number must be provided

Central Supplier Database (CSD) Report Yes No

Joint Venture agreement, the JV must be registered on CSD, and the

1.7 A tax compliance status must be submitted with the tender proposal on or before the

1.8 Each party to a consortium/ sub-contractors must submit a separate tax compliance

status. Application forms for the renewal of/ or application for a tax compliance status

disclose the VAT registration number of the recipient, with effect from 1 March 2005.

4. Tax clearance requirements

4.3 Application for tax compliance status (TCS) or pin may also be made via e-filing. In

must submit a separate proof of TCS / pin / CSD number.

4.6 Where no TCS is available, but the bidder is registered on the central supplier

database (CSD), a CSD number must be provided.

B-BBEE Minimum Level: 7

B-BBEE Details: t for Proposal

NO. evaluation criteria points

• 1 reference letter = 5 points
• Non submission or letters older than 5 years = 0 points

Total points 100

Bidders who score a minimum of 70 points for functionality will be considered for further

evaluation

24.3 Phase 3: Price & Specific Goal

Evaluation Criteria Final Weighted Scores

Price 80

Specific Goals 20

Total Score: 100

Method to be used to calculate points for specific goals:

Preference

Points Documentation to be submitted

No. Specific Goals

Allocated by bidders

out of 20

A company which is at SANAS Accredited B-BBEE

1. least 51% owned by black 10 Certificate or Sworn

people Affidavit where applicable.

SANAS Accredited B-BBEE

A company which is at

2. 5 Certificate or Sworn

least 30% owned by black women

Affidavit where applicable.

SANAS Accredited B-BBEE

A company which is at

3. 3 Certificate or Sworn

least 30% owned by black youth

Affidavit where applicable.

A company which is at SANAS Accredited B-BBEE

4. 2

least 30% owned by black Certificate or Sworn

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

people with disability Affidavit where applicable.

24.6 Quality of proposal

24.6.1 Ensure that all the document attachments are clearly marked and the tender proposal is

submitted in a clear, logical and well-marked format together with an index.

24.6.2. An introductory covering letter using the company’s official stationery (letterhead)

reflecting the company’s name and address should accompany the tender proposal.

of 67

Company Name: __________________________________ Initials: __________

1.1 Bids must be submitted with all official Bid Forms that are contained within this tender

document and duly completed.

1.2 Bids must be delivered at the platform that is indicated in the tender document, and

must be delivered timeously, as late bid submissions will NOT be accepted for

consideration.

1.3 Late submissions will not be accepted under any circumstances. The tender shall

be closed at exactly 12:00 Noon and tenders arriving only a second after 12:00 or

any time thereafter will not be accepted under any circumstance. Tenderers are

therefore strongly advised to ensure that their tenders when uploaded allow enough

time for any unforeseen events that may delay the delivery of the tender.

1.4 This Bid is subject to the Preferential Procurement Policy Framework Act and the

Preferential Procurement Regulations of 2022, the General Conditions of Contract

(GCC) as listed in this document and, if applicable, any other special conditions of

contract as specified.

1.5 The successful bidder will be reduced to a contract by signing the acceptance of

offer.

1.6 It is an absolute condition that the taxes of the bidder must be in order.

1.7 A tax compliance status must be submitted with the tender proposal on or before the

closing date and time of the tender.

1.8 Each party to a consortium/ sub-contractors must submit a separate tax compliance

status. Application forms for the renewal of/ or application for a tax compliance status

is available at any Receiver’s Office (SARS).

1.9 All the documents reflected to this RFP must be completed and returned with this

tender proposal. Failure to submit completed documents with the tender proposal

may invalidate the tender proposal.

1.10 Tender forms contained within the tender document requesting information have

been drawn up so that certain essential information is furnished in a specific manner

of 67

Company Name: __________________________________ Initials: __________

1.19 Mintek reserves the right not to award or cancel this bid at any time and shall not be

bound to accept the lowest or any bid.

1.20 Unless specifically provided for in the tender document, no tenders will be considered

if submitted or transmitted by telegram, telex, facsimile, e-mail or similar apparatus.

1.21 It should be noted that Mintek reserves the right to accept or reject any tender

proposal without being obliged to give any reasons in this respect.

1.22 The bidder’s company letterhead must be used for the proposal’s cover letter and

reflect the company name, address and contact details.

1.23 The correct Tender reference number (See the front page of this RFP for the tender

number) must be quoted and the bidding company’s name must appear on all pages

of the proposal.

1.24 All pages of the proposal must be initialled by the responsible person.

1.25 Only those tenderers who score a minimum score of 70 points and above in respect

of the functionality criteria will be considered.

1.26 The functionality criteria are contained towards the end of this document.

1.27 The persons named in the Schedule of Key Persons of tenderers who satisfy the

minimum quality criteria may be invited to an interview if there need arises.

1.28 Responsiveness criteria of submissions

20.1 All successful Tenderers, tendering on items where labour and/or equipment are

included, shall enter into an agreement with Mintek, indemnifying Mintek from the

provisions of the Occupational Health and Safety Act (.

20.2 The Contractor is to ensure compliance with the provisions of the Occupational

Health and Safety Act () & all relevant regulations, inclusive of all its

employees & other Contractors on the site. The Tenderer shall provide a suitable

health and safety plan appropriate for the contract tendered for.

20.3 The Contractor shall comply with all laws relating to wages and conditions generally

governing the employment of labour.

21. Workmen’s compensation

5.1 The supplier warrants that the goods supplied under the contract are new, unused,

of the most recent or current models, and that they incorporate all recent

improvements in design and materials unless provided otherwise in the contract. The

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

supplier further warrants that all goods supplied under this contract shall have no

defect, arising from design, materials, or workmanship (except when the design

and/or material is required by the purchaser’s specifications) or from any act or

omission of the supplier, that may develop under normal use of the supplied goods

in the conditions prevailing in the country of final destination.

5.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion

thereof as the case may be, have been delivered to and accepted at the final

destination indicated in the contract, or for eighteen (18) months after the date of

shipment from the port or place of loading in the source country, whichever period

concludes earlier, unless specified otherwise.

5.3 The purchaser shall promptly notify the supplier in writing of any claims arising under

this warranty.

5.4 Upon receipt of such notice, the supplier shall, within the period specified and with

all reasonable speed, repair or replace the defective goods or parts thereof, without

costs to the purchaser.

5.5 If the supplier, having been notified, fails to remedy the defect(s) within the period

specified, the purchaser may proceed to take such remedial action as may be

necessary, at the supplier’s risk and expense and without prejudice to any other

rights which the purchaser may have against the supplier under the contract.

6. Price and payment schedule

6.1 The Tenderer shall supply all the price information required in the price schedule,

failure to do so shall invalidate the Tender.

6.2 No claim for price escalation will be considered unless it is specifically stated that this

Tender is subject to adjustment. Failure to complete this clause will result in the

Tender prices being deemed to be firm.

6.3 Notwithstanding anything to the contrary contained in Mintek’s Conditions of Tender,

Memorandum of Agreement or the Price Schedule, any claim for an increase in the

Tender prices herein quoted shall be submitted in writing.

6.4 Mintek reserves the right to withhold payment of any escalation while only provisional

figures are available until the final (revised) figures are issued by the Government’s

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

Central Statistical Services. When submitting any such claim, the tenderer shall

indicate the actual amount claimed for each item. A mere notification of a claim

for an increase without stating the new price claimed for each item shall, for the

purpose of Prices charged by the supplier for goods delivered and services

performed under the contract shall not vary from the prices quoted by the supplier in

his Tender, with the exception of any price adjustments authorized or in the

purchaser’s request for Tender validity extension, as the case may be.

6.5 The method and conditions of payment to be made to the supplier under this contract

shall be specified.

6.6 The supplier shall furnish the purchaser with an invoice accompanied by a copy of

the delivery note and upon fulfilment of other obligations stipulated in the contract.

6.7 Payments shall be made promptly by the purchaser, but in no case later than thirty

(30) days after submission of statement by the supplier.

6.8 Payment will be made in Rand unless otherwise stipulated.

7. Variation orders

7.1 In cases where the estimated value of the envisaged changes in purchase does not

vary by more than 25% of the total value of the original contract, the Contractor may

be instructed to deliver the goods or render the services as such. In cases of

measurable quantities, the Contractor may be approached to reduce the unit price,

and such offers may be accepted provided that there is no escalation in price.

8. Delays in the supplier’s performance

8.1 Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract.

8.2 If at any time during performance of the contract, the supplier or its sub-Contractor(s)

encounters conditions impeding timely delivery of the goods and performance of

services, the supplier shall promptly notify the purchaser in writing of the fact of the

delay, its likely duration and its cause(s). As soon as practicable after receipt of the

supplier’s notice, the purchaser shall evaluate the situation and may at his discretion

extend the supplier’s time for performance, with or without the imposition of penalties,

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

in which case the extension shall be ratified by the parties by the amendment of the

contract.

8.3 The right is reserved to procure outside of the contract small quantities or to have

minor essential services executed if an emergency arises if the supplier’s point of

supply is not situated at or near the place where the goods are required, or when the

supplier’s services are not readily available.

8.4 Except as provided under clause 11 (Force Majeure), a delay by the supplier in the

performance of its delivery obligations shall render the supplier liable to the

imposition of penalties, pursuant to clause 9, unless an extension of time is agreed

upon pursuant to clause 8.2 above without the application of penalties.

8.5 Upon any delay beyond the delivery period in the case of a goods contract, the

purchaser shall, without cancelling the contract, be entitled to purchase goods of a

similar quality and up to the same quantity in substitution of the goods not supplied

in conformity with the contract and to return any goods delivered later at the supplier’s

expense and risk, or to cancel the contract and buy such goods as may be required

to complete the contract and without prejudice to his other rights, be entitled to claim

damages from the supplier.

9. Penalties

7.1 Subject to clause 11 (Force Majeure), if the supplier fails to deliver any or all of the

goods or to perform the services within the period(s) specified in the contract, the

purchaser shall, without prejudice to its other remedies under the contract, deduct

from the contract price, as a penalty, a sum calculated on the delivered price of the

delayed goods or unperformed services using the current prime interest rate

calculated for each day of the delay until actual delivery or performance. The

purchaser may also consider termination of the contract pursuant to clause 10

(Termination for default).

10. Termination for default

10.1 The purchaser, without prejudice to any other remedy for breach of contract, by

written notice of default sent to the supplier, may terminate this contract in whole or

in part:

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

a) if the supplier fails to deliver any or all of the goods within the period(s) specified

in the contract, or within any extension thereof granted by the purchaser pursuant

to clause 8.2.

b) if the supplier fails to perform any other obligation(s) under the contract; or

c) if the supplier, in the judgement of the purchaser, has engaged in corrupt or

fraudulent practices in competing for or in executing the contract.

10.2 In the event the purchaser terminates the contract in whole or in part, the purchaser

may procure, upon such terms and in such manner as it deems appropriate, goods,

works or services similar to those undelivered, and the supplier shall be liable to the

purchaser for any excess costs for such similar goods, works or services. However,

the supplier shall continue performance of the contract to the extent not terminated.

10.3 Where the purchaser terminates the contract in whole or in part, the purchaser may

decide to impose a restriction penalty on the supplier by prohibiting such supplier

from doing business with the public sector for a period not exceeding ten (10) years.

10.4 If a purchaser intends imposing a restriction on a supplier or any person associated

with the supplier, the supplier will be allowed a time period of not more that fourteen

(14) days to provide reasons why the envisaged restriction should not be imposed.

Should the supplier fail to respond within the stipulated fourteen (14) days the

purchaser may regard the intended penalty as not objected against and may impose

it on the supplier.

10.5 Any restriction imposed on any person by the Accounting Officer/ Accounting

Authority will, at the discretion of the Accounting Officer/ Accounting Authority, also

be applicable to any other enterprise or any partner, manager, director or other

person who wholly or partly exercises or exercised or may exercise control over the

enterprise of the first-mentioned person, and with which enterprise or person the first-

mentioned person, is or was in the opinion of the Accounting Officer / Accounting

Authority actively associated.

10.6 If a restriction is imposed, the purchaser must, within five (5) working days of such

imposition, furnish the National Treasury, with the following:

i. the name and address of the supplier and/or person restricted by the

purchaser.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

ii. the date of commencement of the restriction.

iii. the period of restriction; and

iv. the reasons for the restriction.

The details will be loaded in the National Treasury’s central database of suppliers or

persons prohibited from doing business with the public sector.

10.7 If a court of law convicts a person of an offense as contemplated in sections 12 or 13

of the Prevention and Combating of Corrupt Activities Act, No. , the court

may also rule that such person’s name be endorsed on the Register for Tender

Defaulters. When a person’s name has been endorsed on the Register, the person

will be prohibited from doing business with the public sector for a period of not less

than five (5) years and not more than ten (10) years. The National Treasury is

empowered to determine the period of restriction, and each case will be dealt with

on its own merits. According to section 32 of the Act the Register must be open to

the public. The Register can be perused on the National Treasury website.

11. Force majeure

11.1 Notwithstanding the above provisions of clauses 9 (Penalties) and 10 (Termination

for default), the supplier shall not be liable for forfeiture of its performance security,

damages, or termination for default if and to the extent that his delay in performance

or other failure to perform his obligations under the contract is the result of an event

of force majeure.

11.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in

writing of such condition and the cause thereof. Unless otherwise directed by the

purchaser in writing, the supplier shall continue to perform its obligations under the

contract as far as is reasonably practical and shall seek all reasonable alternative

means for performance not prevented by the force majeure event.

12. Termination for insolvency

12.1 The purchaser may at any time terminate the contract by giving written notice to the

supplier if the supplier becomes bankrupt or otherwise insolvent. In this event,

termination will be without compensation to the supplier, provided that such

termination will not prejudice or affect any right of action or remedy, which has

accrued or will accrue thereafter to the purchaser.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

13. Settlement of disputes

13.1 If any dispute or difference of any kind whatsoever arises between the purchaser and

the supplier in connection with or arising out of the contract, the parties shall make

every effort to resolve amicably such dispute or difference by mutual consultation.

13.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference

by such mutual consultation, then either the purchaser or the supplier may give notice

to the other party of his intention to commence with mediation. No mediation in

respect of this matter may be commenced unless such notice is given to the other

party.

13.3 Should it not be possible to settle a dispute by means of mediation, it may be settled

in a South African court of law.

13.4 Mediation proceedings shall be conducted in accordance with the rules of procedure

specified by the purchaser in accordance with best practice.

13.5 Notwithstanding any reference to mediation and/or court proceedings herein:

d) the parties shall continue to perform their respective obligations under the

contract unless they otherwise agree; and

e) the purchaser shall pay the supplier any monies due to the supplier.

14. Governing language

14.1 The contract shall be written in English. All correspondence and other documents

pertaining to the contract that are exchanged by the parties shall also be written in

English.

15. Applicable law

15.1 The contract shall be interpreted in accordance with the laws of the Republic of South

Africa, unless otherwise specified.

16. Assignment

16.1 The supplier shall not abandon, transfer, cede or assign, in whole or in part, its

obligations to perform under the contract, except with the purchaser’s prior written

consent.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

17. Amendment of contract

17.1 No agreement to amend or vary a contract or order or the conditions, stipulations or

provisions thereof shall be valid and of any force unless such agreement to amend

or vary is entered into in writing and signed by the contracting parties. Any waiver of

the requirement that the agreement be amended or varied shall be in writing, shall

also be in writing.

18.1 The Contractor agrees that the occupational use of Mintek’s premises and buildings

shall be at his own risk, and that he acknowledges the risks and dangers inherent

therein. The Contractor furthermore acknowledges that Mintek and / or its employees

shall not be liable or responsible for any loss, liability, damages, accident or injury,

whether fatal or otherwise, of whatsoever nature and howsoever arising, whether

directly from the permission granted by Mintek to execute certain events or

otherwise, including but not limited to, the use of the premises and / or buildings, and

indemnifies Mintek and/or its employees against all and any loss of / or damage to

property, or injury or death, and any claim for such loss, damage, injury or death,

from any cause whatsoever and howsoever arising, which may be suffered in this

regard.

18.2 The Contractor and / or its officers, employees, agents, concessionaires, suppliers,

Contractors or customers shall not have any claim of any nature against the Mintek

for any loss, damage, injury or death which any of them may directly or indirectly

suffer (whether or not such loss, damage, injury or death is caused through

negligence of Mintek or its agents or employees) or for:

• any latent or patent defect in the premises.

• a fire on the premises.

• a theft from the premises.

• the Premises or any part thereof being in a defective condition or state of disrepair.

• force majeure of caucus fortuitus or any other cause either wholly or partly beyond

the Mintek’s control.

• the use of the services offered on the premises.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

• consequential loss howsoever caused.

• any loss or damage whether to persons or property caused by riots, civil

commotion, insurrection or actions taken by the Contractor or Mintek to mitigate

the effect of / or prevent the aforesaid, and any other cause whatsoever.

18.3 Save for any wilful acts or omission or gross negligence by Mintek, its officers,

employees, agents, concessionaires, suppliers and Contractors, the Contractor

indemnifies Mintek and holds it harmless from and against all claims, actions,

damages, liability and expense in connection with loss of life, personal injury and / or

damage to property arising from or out of any occurrence in, upon or at the premises

or the occupancy or use by the Contractor of the premises.

19. Insurance

19.1 Without limiting the obligations of the Contractor in terms of this Agreement, the

Contractor shall affect and maintain the following insurances, covering:

• Public liability insurances, in the name of the Contractor, covering the Contractor

and Mintek against liability for the death of / or injury to any person, or loss of / or

damage to any property, arising out of / or in the course of this agreement.

• The Lessee shall insure all its own possessions and equipment kept on the

premises, in its own name.

19.2 In the case of an occurrence giving rise to claim (and in accordance with the

directives of the insurer), the Contractor shall proceed in the following manner:

• Over and above any statutory and / or other requirements contained in the

conditions of this agreement, Mintek must immediately be notified telephonically

(and confirmed by means of a telefax or email) of the circumstances, nature and

estimate of the loss or damage; and

• Any claim settlement shall be subject to the approval of both Mintek and the

Contractor.

• Mintek reserves the right to make enquiries regarding the cause and result of any

such occurrence giving rise to a claim, and the Contractor shall assist Mintek in

this regard.

19.3 All insurance must remain in force for the duration of this agreement.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

19.4 Should the Contractor fail to arrange insurance or to maintain it, Mintek shall be

entitled to arrange for such insurance and to maintain it, and pay the premiums, as

may be necessary. Amounts for this purpose will be paid by Mintek as a debt of

Contractor.

19.5 The Contractor hereby guarantees that it shall make the necessary submissions of

insurance to the satisfaction of Mintek after awarding/acceptance of this contract, as

proof that the required insurances exist and that it will comply with all terms,

requirements and conditions in respect of insurance applicable to this agreement.

20. Compliance with legislature

20.1 All successful Tenderers, tendering on items where labour and/or equipment are

included, shall enter into an agreement with Mintek, indemnifying Mintek from the

provisions of the Occupational Health and Safety Act (.

20.2 The Contractor is to ensure compliance with the provisions of the Occupational

Health and Safety Act () & all relevant regulations, inclusive of all its

employees & other Contractors on the site. The Tenderer shall provide a suitable

health and safety plan appropriate for the contract tendered for.

20.3 The Contractor shall comply with all laws relating to wages and conditions generally

governing the employment of labour.

21. Workmen’s compensation

The Tenderer shall, prior to commencement of any work on site in terms hereof, give

written proof that he is registered as an employer in terms of Section 80 of the

Compensation for Occupational Injuries and Diseases Act, and the

Tenderer shall remain registered as such for the duration of the contract awarded

and shall pay all monies due to the Compensations Fund in terms of Section 15 of

Act . Failure to comply will result in the Tenderer being disqualified.

of 67

Company Name: __________________________________ Initials: __________

Mintek Request for Proposal

.

consist of the following:

Section a: tender instructions & requirements

1. Request for tender .................................................................... 5

General conditions of tender .......................................................... 8

1. Submission of bids ...................................................................... 8
2. Evaluation of bids .................................................................... 11
3. Value added tax ........................................................................ 12
4. Tax clearance requirements ................................................... 12

General conditions of contract (gcc) .................................. 13

1. General ....................................................................................... 13
2. Standards .................................................................................. 13
3. Patent rights ............................................................................ 13
4. Packaging ................................................................................... 13
5. Warranty .................................................................................... 13
6. Price and payment schedule .................................................... 14
7. Variation orders ...................................................................... 15
8. Delays in the supplier’s performance .................................... 15
9. Penalties .................................................................................... 16
10. Termination for default ......................................................... 16
11. Force majeure ............................................................................ 18
12. Termination for insolvency .................................................... 18
13. Settlement of disputes ............................................................ 19
14. Governing language ................................................................. 19
15. Applicable law ........................................................................... 19
16. Assignment ................................................................................. 19
17. Amendment of contract ........................................................... 20
18. Indemnity ................................................................................... 20
19. Insurance ................................................................................... 21
20. Compliance with legislature .................................................. 22
21. Workmen’s compensation ......................................................... 22
22. TERMS OF REFERENCE ...................... Error! Bookmark not defined.
23. SCOPE OF WORK .............................. Error! Bookmark not defined.
24. Evaluation of the proposal .................................................... 25

of 67

Company Name: __________________________________ Initials: __________

3.1 The supplier shall indemnify the purchaser against all third-party claims of

infringement of patent, trademark, or industrial design rights arising from use of the

goods or any part thereof by the purchaser.

4.1 The supplier shall provide such packaging of the goods as is required to prevent their

damage or deterioration during transit to their final destination, as indicated in the

contract. The packaging shall be sufficient to withstand, without limitation, rough

handling during transit and exposure to extreme temperatures, salt and precipitation

during transit, and open storage. Packaging, case size and weights shall take into

consideration, where appropriate, the remoteness of the goods’ final destination and

absence of heavy handling facilities at all points in transit.

4.2 The packaging, marking, and documentation within and outside the packages shall

comply strictly with such special requirements as shall be expressly provided for in

the contract, including additional requirements, if any, specified in any subsequent

instructions ordered by the purchaser.

5. Warranty

5.1 The supplier warrants that the goods supplied under the contract are new, unused,

of the most recent or current models, and that they incorporate all recent

improvements in design and materials unless provided otherwise in the contract. The

of 67

Company Name: __________________________________ Initials: __________

supplier further warrants that all goods supplied under this contract shall have no

defect, arising from design, materials, or workmanship (except when the design

and/or material is required by the purchaser’s specifications) or from any act or

omission of the supplier, that may develop under normal use of the supplied goods

in the conditions prevailing in the country of final destination.

5.2 This warranty shall remain valid for twelve (12) months after the goods, or any portion

thereof as the case may be, have been delivered to and accepted at the final

destination indicated in the contract, or for eighteen (18) months after the date of

shipment from the port or place of loading in the source country, whichever period

concludes earlier, unless specified otherwise.

5.3 The purchaser shall promptly notify the supplier in writing of any claims arising under

this warranty.

5.4 Upon receipt of such notice, the supplier shall, within the period specified and with

all reasonable speed, repair or replace the defective goods or parts thereof, without

costs to the purchaser.

5.5 If the supplier, having been notified, fails to remedy the defect(s) within the period

specified, the purchaser may proceed to take such remedial action as may be

necessary, at the supplier’s risk and expense and without prejudice to any other

rights which the purchaser may have against the supplier under the contract.

in which case the extension shall be ratified by the parties by the amendment of the

contract.

8.3 The right is reserved to procure outside of the contract small quantities or to have

minor essential services executed if an emergency arises if the supplier’s point of

supply is not situated at or near the place where the goods are required, or when the

supplier’s services are not readily available.

8.4 Except as provided under clause 11 (Force Majeure), a delay by the supplier in the

performance of its delivery obligations shall render the supplier liable to the

imposition of penalties, pursuant to clause 9, unless an extension of time is agreed

upon pursuant to clause 8.2 above without the application of penalties.

8.5 Upon any delay beyond the delivery period in the case of a goods contract, the

purchaser shall, without cancelling the contract, be entitled to purchase goods of a

similar quality and up to the same quantity in substitution of the goods not supplied

in conformity with the contract and to return any goods delivered later at the supplier’s

expense and risk, or to cancel the contract and buy such goods as may be required

to complete the contract and without prejudice to his other rights, be entitled to claim

damages from the supplier.

7.1 Subject to clause 11 (Force Majeure), if the supplier fails to deliver any or all of the

goods or to perform the services within the period(s) specified in the contract, the

purchaser shall, without prejudice to its other remedies under the contract, deduct

from the contract price, as a penalty, a sum calculated on the delivered price of the

delayed goods or unperformed services using the current prime interest rate

calculated for each day of the delay until actual delivery or performance. The

purchaser may also consider termination of the contract pursuant to clause 10

(Termination for default).

10.1 The purchaser, without prejudice to any other remedy for breach of contract, by

written notice of default sent to the supplier, may terminate this contract in whole or

in part:

of 67

Company Name: __________________________________ Initials: __________

11.1 Notwithstanding the above provisions of clauses 9 (Penalties) and 10 (Termination

for default), the supplier shall not be liable for forfeiture of its performance security,

damages, or termination for default if and to the extent that his delay in performance

or other failure to perform his obligations under the contract is the result of an event

of force majeure.

11.2 If a force majeure situation arises, the supplier shall promptly notify the purchaser in

writing of such condition and the cause thereof. Unless otherwise directed by the

purchaser in writing, the supplier shall continue to perform its obligations under the

contract as far as is reasonably practical and shall seek all reasonable alternative

means for performance not prevented by the force majeure event.

12.1 The purchaser may at any time terminate the contract by giving written notice to the

supplier if the supplier becomes bankrupt or otherwise insolvent. In this event,

termination will be without compensation to the supplier, provided that such

termination will not prejudice or affect any right of action or remedy, which has

accrued or will accrue thereafter to the purchaser.

of 67

Company Name: __________________________________ Initials: __________

13.1 If any dispute or difference of any kind whatsoever arises between the purchaser and

the supplier in connection with or arising out of the contract, the parties shall make

every effort to resolve amicably such dispute or difference by mutual consultation.

13.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference

by such mutual consultation, then either the purchaser or the supplier may give notice

to the other party of his intention to commence with mediation. No mediation in

respect of this matter may be commenced unless such notice is given to the other

party.

13.3 Should it not be possible to settle a dispute by means of mediation, it may be settled

in a South African court of law.

13.4 Mediation proceedings shall be conducted in accordance with the rules of procedure

specified by the purchaser in accordance with best practice.

13.5 Notwithstanding any reference to mediation and/or court proceedings herein:

d) the parties shall continue to perform their respective obligations under the

contract unless they otherwise agree; and

e) the purchaser shall pay the supplier any monies due to the supplier.

17.1 No agreement to amend or vary a contract or order or the conditions, stipulations or

provisions thereof shall be valid and of any force unless such agreement to amend

or vary is entered into in writing and signed by the contracting parties. Any waiver of

the requirement that the agreement be amended or varied shall be in writing, shall

also be in writing.

18. Indemnity

18.1 The Contractor agrees that the occupational use of Mintek’s premises and buildings

shall be at his own risk, and that he acknowledges the risks and dangers inherent

therein. The Contractor furthermore acknowledges that Mintek and / or its employees

shall not be liable or responsible for any loss, liability, damages, accident or injury,

whether fatal or otherwise, of whatsoever nature and howsoever arising, whether

directly from the permission granted by Mintek to execute certain events or

otherwise, including but not limited to, the use of the premises and / or buildings, and

indemnifies Mintek and/or its employees against all and any loss of / or damage to

property, or injury or death, and any claim for such loss, damage, injury or death,

from any cause whatsoever and howsoever arising, which may be suffered in this

regard.

18.2 The Contractor and / or its officers, employees, agents, concessionaires, suppliers,

for any loss, damage, injury or death which any of them may directly or indirectly

suffer (whether or not such loss, damage, injury or death is caused through

negligence of Mintek or its agents or employees) or for:

• any latent or patent defect in the premises.

• a fire on the premises.

• a theft from the premises.

• the Premises or any part thereof being in a defective condition or state of disrepair.

• force majeure of caucus fortuitus or any other cause either wholly or partly beyond

the Mintek’s control.

• the use of the services offered on the premises.

of 67

Company Name: __________________________________ Initials: __________

• consequential loss howsoever caused.

• any loss or damage whether to persons or property caused by riots, civil

commotion, insurrection or actions taken by the Contractor or Mintek to mitigate

the effect of / or prevent the aforesaid, and any other cause whatsoever.

18.3 Save for any wilful acts or omission or gross negligence by Mintek, its officers,

employees, agents, concessionaires, suppliers and Contractors, the Contractor

indemnifies Mintek and holds it harmless from and against all claims, actions,

damages, liability and expense in connection with loss of life, personal injury and / or

damage to property arising from or out of any occurrence in, upon or at the premises

or the occupancy or use by the Contractor of the premises.

• Public liability insurances, in the name of the Contractor, covering the Contractor

and Mintek against liability for the death of / or injury to any person, or loss of / or

damage to any property, arising out of / or in the course of this agreement.

• The Lessee shall insure all its own possessions and equipment kept on the

premises, in its own name.

19.2 In the case of an occurrence giving rise to claim (and in accordance with the

directives of the insurer), the Contractor shall proceed in the following manner:

• Over and above any statutory and / or other requirements contained in the

conditions of this agreement, Mintek must immediately be notified telephonically

(and confirmed by means of a telefax or email) of the circumstances, nature and

estimate of the loss or damage; and

• Any claim settlement shall be subject to the approval of both Mintek and the

• Mintek reserves the right to make enquiries regarding the cause and result of any

such occurrence giving rise to a claim, and the Contractor shall assist Mintek in

this regard.

19.3 All insurance must remain in force for the duration of this agreement.

of 67

Company Name: __________________________________ Initials: __________

19.4 Should the Contractor fail to arrange insurance or to maintain it, Mintek shall be

entitled to arrange for such insurance and to maintain it, and pay the premiums, as

may be necessary. Amounts for this purpose will be paid by Mintek as a debt of

19.5 The Contractor hereby guarantees that it shall make the necessary submissions of

insurance to the satisfaction of Mintek after awarding/acceptance of this contract, as

proof that the required insurances exist and that it will comply with all terms,

requirements and conditions in respect of insurance applicable to this agreement.

Mintek reserves the right not to award this bid to any bidder. Mintek reserves the right not to award the bid to the highest scoring or lowest price bidder if in the opinion of Mintek, a supplier's bid presents risk to time, cost or quality. Mintek may make a partial award of the tender to any bidder and is not obligated to procure the number of quantities stipulated in the RFP and/or quotation. The bidder must submit a Support Methodology and Service Management Approach document, a Support Team Structure and Resource Allocation Plan, including an [unspecified], Labware LIMS support experience, service reporting commitments as per the scope of work, and a Technical Approach and Methodology document detailing the [unspecified].

Tender proposals will be evaluated in accordance with the 80/20 preference point system. Only tenderers who score a minimum of 70 points and above in respect of functionality will be considered.