Automated nucleic card puncher for universitas – supply, service, reagents, consumables and maintenance (5 years)

Closing date: 23 October 2026 at 11:00

Public opening: 23 October 2026 at 11:30 at Main Conference Boardroom, NHLS, 1 Modderfontein Road, Sandringham

Compulsory briefing session and site visit: 25 September 2026 at 11:00

Venue: Room 315, Block C, First Floor, Francois Retief Building, University of the Free State, 205 Nelson Mandela Avenue, Parkwest, Bloemfontein, 9301

Late arrival at the briefing will not be accepted.

Queries deadline: 02 October 2026 (by email to [email protected])

Responses to queries: 07 October 2026

A compulsory briefing session and site visit will be held on 25 September 2026 at 11:00 AM at Room 315, Block C, First Floor, Francois Retief Building, University of the Free State, 205 Nelson Mandela Avenue, Parkwest, Bloemfontein, 9301.

Late coming will not be accepted.

All questions must be sent via email to [email protected] on or before 02 October 2026.

Responses to queries will be provided by 07 October 2026.

Enquiries (bidding procedure and technical):

• Contact: Zimasa Makhetha
• Email: [email protected]
• Telephone: 011 386 6203

Queries must be submitted in writing to this contact on or before 02 October 2026. No other NHLS employee may be approached.

Submission address:

NHLS Main Reception

1 Modderfontein Road

Sandringham

Johannesburg

Submission method: physical delivery to the NHLS bid box.

Submission address: NHLS Main Reception, 1 Modderfontein Road, Sandringham, Johannesburg.

Closing date: 23 October 2026 at 11:00.

Bids must be submitted in two sealed envelopes inside an outer envelope:

• Envelope 1 marked "BID / Proposal Section" — all documents except pricing.
• Envelope 2 marked "PRICING Section" — pricing schedule, price declaration, and detailed supporting pricing documentation.

Submit one original, one hard copy, and one electronic copy on a USB flash drive in PDF format. The original must be signed in black ink by an authorised representative, with initials on every page.

Bids too large for the bid box may be handed in at the reception desk during office hours (08:00–16:30) or before 11:00 on the closing date.

Bids sent by post or courier must reach the office at least 36 hours before closing; otherwise they will be treated as late and returned.

Late bids will not be considered.

Telephonic, faxed, emailed or oral tenders are not accepted.

Returnable documents (mandatory):

• Proof of attendance at the compulsory briefing session.
• Signed and accepted NHLS General Conditions of Contract.
• Signed and accepted NHLS Special Conditions of Contract.
• Fully completed and signed SBD 4 (Bidder's Disclosure) — discloses any connection to state employees.
• SBD 6.1 (Preferential Procurement Claim Form) — claims B-BBEE preference points.
• SBD 7 (Contract Form) — to be signed by the successful bidder.
• SBD 5 (National Industrial Participation Programme) — required where imported content applies.
• Valid Tax Clearance Certificate or Tax Compliance Status PIN or CSD Report.
• Central Supplier Database (CSD) Registration Report.
• B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs).
• Audited financial statements not older than two years.
• ISO 13485 compliance certification.
• At least one certificate from an IMDRF Regulatory Authority (e.g., Australia TGA, Brazil ANVISA, Canada Health Canada, etc.).
• Corporate financial solvency statement signed by an independent auditor.
• Proof of authority to sign (e.g., company resolution).

Disqualification risks:

• Missing or unsigned mandatory documents.
• Fraudulent, untrue or inaccurate information (including B-BBEE credentials or experience).
• Failure to price according to the costing template provided.
• Changing any wording in the bid document.
• Approaching any NHLS employee other than the designated contact for information.
• Submitting a bid after the closing time, regardless of reason.

Evaluation is based on the 80/20 PPPFA principle.

• Price: 80 points
• Specific Goals (B-BBEE): 20 points
• Total: 100 points

Evaluation stages:

1. Stage 1: Administrative pre-qualification verification — mandatory documents checked.
2. Stage 2: Technical / functional evaluation against NHLS specifications (Annexure A) and Scope of Work.
3. Stage 3: Price and Specific Goals evaluation — only for bidders who pass the technical threshold.

The bidder must qualify at each stage to proceed to the next.

The bid must be awarded to the bidder scoring the highest total points (Merit 1).

The NHLS Bid Evaluation Committee (BAC) adjudicates; if it selects a bidder other than Merit 1, this must be motivated as a deviation and Treasury must be advised.

The NHLS CEO must finally approve the recommendation.

Details of the successful bidder will be advertised on the National Treasury e-tender portal.

NHLS may conduct benchmarks and pre-award surveys during evaluation.

Bidders may be required to give an oral presentation or equipment demonstration.

The NHLS requires the placement or outright purchase of an Automated Nucleic Card Puncher for Universitas, including service, reagents, consumables and maintenance for a period of five (5) years.

The equipment should reduce workflow time by up to three hours and increase laboratory throughput capacity.

The laboratory processes up to 10,000 DNA profiles per year from six provinces.

Mandatory technical requirements:

• Must include at least a 36-month warranty.
• A 5-year annual service and maintenance contract is required.
• An instrument technician / engineer must be available onsite within 48 hours when required at NHLS Universitas to provide uninterrupted service.
• The product must be ISO 13485 compliant.
• The product must have approval from at least one IMDRF Regulatory Authority (e.g., Australia TGA, Brazil ANVISA, Canada Health Canada, China CFDA, EU European Commission, Japan PMDA, Russia Ministry of Health, Singapore HSA, South Korea MFDS, US FDA, or SAHPRA).
• Proof of compliance must be submitted via brochure or specification; failure to provide will lead to disqualification.

Bidders must structure their response according to the prescribed schedule index:

• Schedule 1: Pages 1–22 of the RFB document.
• Schedule 2: Mandatory documents (tax clearance, CSD report, GCC).
• Schedule 3: Executive summary of the proposal.
• Schedule 4: Technical response.
• Schedule 5: Preferential Procurement Claim form and B-BBEE certificate.
• Schedule 6: Bidder's Disclosure SBD 4.
• Schedule 7: Bidder profile (credentials, structure, partnership agreements).
• Schedule 8: Bid price (in separate envelope).

Bidders must also provide background information: operating structure and geographical locations, standards used, company contacts, and a corporate financial solvency statement signed by an independent auditor.

All additions must be neatly bound as part of the relevant schedule.

Bidders must answer all questions in the prescribed response format, indicating "Comply/Accept" or "Do not comply/Do not accept".

Bidders must identify key personnel, including those from subcontractors, and provide contact information.

The bidder profile must include credentials of the company/consortium members, structure, and partnership agreements.

Bidders must provide an overview of their operating structure and geographical locations at national, regional, and local levels.

A corporate financial solvency statement signed by a qualified independent auditor is required.

The product must be ISO 13485 compliant.

Proof must be submitted via certification, letter of conformity, brochure, or specification.

The product must have approval from at least one IMDRF Regulatory Authority (e.g., Australia TGA, Brazil ANVISA, Canada Health Canada, China CFDA, EU European Commission, Japan PMDA, Russia Ministry of Health, Singapore HSA, South Korea MFDS, US FDA, or SAHPRA).

Approval is at the bidder's cost.

The equipment must comply with laboratory safety standards.

The pricing schedule must be submitted in a separate envelope clearly marked with the RFB number, description, and bidder's name.

The pricing section includes the pricing schedule, price declaration, and detailed supporting pricing documentation.

Bidders must price according to the costing template provided; failure to do so may lead to disqualification.

Prices must be fixed and firm from the RFB closing date to the end of the contract.

Pricing must be submitted in a separate envelope marked "PRICING Section" with the RFB number, description and bidder's name.

Bidders must price according to the costing template provided; failure to do so may lead to disqualification.

Prices must be fixed and firm from the RFB closing date to the end of the contract.

No interest is payable on accounts due to the successful bidder in the event of a dispute.

Bid validity period: 180 days from the closing date.

NHLS may extend the validity period at its discretion; bidders must respond in writing to a request for extension.

No bid security or guarantee is specified.

Tax compliance:

• Submit a valid Tax Clearance Certificate or Tax Compliance Status (TCS) PIN issued by SARS, or a CSD Report reflecting active tax clearance.
• For consortia, joint ventures or subcontractors, each party must submit a separate TCS certificate / PIN / CSD number.
• TCS PIN applications can be made via e-filing at www.sars.gov.za.

CSD registration:

• Central Supplier Database (CSD) Registration Report is mandatory.

B-bbee:

• B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• The preference certificate (SBD 6.1) must be completed for each legal entity in a consortium or with subcontractors.
• Fraudulent B-BBEE claims will result in action against the bidder.

State service:

• Bids will not be considered from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees.

Other:

• Employees and subcontractors must be covered under the Compensation for Occupational Injuries and Diseases Act; proof of registration and good standing with the Compensation Fund may be requested.
• Security clearances may be required for personnel, at the bidder's cost.
• Bidders must not be on the Treasury Register for Tender Defaulters or the Prohibition list.

Bidders must complete the preference certificate (SBD 6.1) attached to the proposal.

In the case of a consortium or subcontractors, the preference certificate must be completed for each legal entity.

Bidders must submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs and QSEs) to claim points for specific goals.

NHLS supports B-BBEE and will assess bidders' commitment and track record in ownership, skills transfer, employment equity, and procurement practices.

Fraudulent claims of B-BBEE status will result in action against the bidder.

The bidder warrants that all its employees and subcontractors are covered under the Compensation for Occupational Injuries and Diseases Act, and that cover remains in force for the duration of the bid and any subsequent agreement.

NHLS reserves the right to request documentary proof of registration and good standing with the Compensation Fund.

The contract will be governed by South African law, with South African courts having jurisdiction.

The successful bidder must sign a written contract form (SBD7).

The bidder's response to the tender will be included in the final contract.

Bidders must accept the General Conditions of Contract (GCC) and any Special Conditions.

NHLS is not liable for costs incurred in preparing a bid.

Bidders must not qualify the proposal with their own conditions; if they do not withdraw them when called upon, the bid will be declared invalid.

If the bidder withdraws before the validity period expires, NHLS may recover additional expenses incurred.

If parties fail to agree on price or specification changes, NHLS may cancel the proposal with 90 days written notice.

Bidders using subcontractors must provide signed agreements; the primary contractor remains responsible for management.

No interest is payable on disputed accounts.

NHLS will check the Prohibition status and Treasury Register for Tender Defaulters before award.

Fraudulent B-BBEE claims or non-fulfilment of contract conditions may lead to disqualification, recovery of costs, cancellation, restriction from doing business for up to 10 years, blacklisting, and criminal prosecution.

If the successful bidder disregards contractual specifications, the contract may be terminated.

The bid validity period is 180 days; NHLS may extend it at its discretion.

Any amendment to the RFB will be issued in writing; bidders must use the latest amendment.

This tender is subject to the General Conditions of Contract (GCC) and any other Special Conditions of Contract.

The successful bidder will be required to sign a written contract form (SBD7).

Bidders must comply with the Preferential Procurement Policy Framework Act (PPPFA) and its regulations.

The NHLS reserves the right to cancel or reject any proposal, not award to the lowest bidder, or award parts to different bidders.

Bidders must not qualify the proposal with their own conditions.

Any amendment to the RFB will be issued in writing, and bidders must use the latest amendment.

Mandatory returnable documents include: proof of attendance at the compulsory briefing session; signed and accepted NHLS General Conditions of Contract; signed and accepted NHLS Special Conditions of Contract; fully completed and signed Bidder's Disclosure SBD 4.

Essential returnable documents include: B-BBEE Status Level Verification Certificate or sworn affidavit; valid Tax Clearance Certificate or Tax Compliance Status PIN or CSD Report; Central Supplier Database (CSD) Registration Report; audited financial statements not older than two years; ISO 13485 compliance certification; and at least one certificate from an IMDRF Regulatory Authority.

Bidders must comply with tax obligations, submit TCS PIN or CSD number, and must not be persons in the service of the state.

Failure to provide mandatory documents will lead to disqualification.

The evaluation will be based on the 80/20 PPPFA principle. Price points: 80, Specific Goals: 20, Total: 100 points.

The evaluation process consists of three stages: Stage 1: Administrative pre-qualification verification; Stage 2: Technical Mandatory requirement evaluation; Stage 3: Price/Specific Goals evaluation.

The bidder must qualify for each stage to proceed to the next.

The NHLS is a Schedule 3A Government Institution subject to the PFMA, PPPFA and Treasury Regulations.

Details of the successful bidder will be advertised on the National Treasury e-tender portal.