Professional audit services for microbiology laboratory qms compliance with iso/iec 17025:2017 and sanas requirements

The Perishable Products Export Control Board (PPECB) requires an independent audit of its Laboratory Quality Management System (QMS) within the Microbiology Programme. The audit must assess compliance with ISO/IEC 17025:2017, SANAS accreditation requirements, and relevant technical/regulatory standards for microbiology laboratory testing. The contract duration is 3 years with an option to renew for 2 years. PPECB is a Schedule 3A public entity under the Public Finance Management Act and Perishable Products Export Control Act, managing South Africa’s perishable product export cold chain.

Opening Date: 11 June 2026. Closing Date and Time: 26 June 2026 at 16:30. Bid Validity Period: 90 days from closing date.

SCM Contact: Portia Jonginyanga, Email: [email protected], Phone: 087 350 5418. Technical Contact: Nomthandazo Nkomo, Email: [email protected], Phone: 087 350 5207. Submission Address: Email to [email protected] or via Microsoft OneDrive shared with [email protected]. Physical Address: Centurion Close, 119 Gerhard Street, Centurion.

Submit quotations via email to [email protected] OR electronically via Microsoft OneDrive shared with [email protected]. Include all documentation for RFQ/LAB/AUDIT/2026/05. Late bids will not be accepted. Bid validity period: 90 days from closing date. Required returnable documents: SBD1, SBD4, SBD6.1, Tax Clearance Certificate/PIN, B-BBEE Certificate/EME/QSE Affidavit, CSD Registration Report. Ensure all forms are completed and signed. Disqualification risk: Non-registration on CSD, missing documents, or late submission.

Scope: Conduct a comprehensive technical audit of the Microbiology Programme’s Quality Management System (QMS) for compliance with ISO/IEC 17025:2017 and SANAS requirements. Purpose: Evaluate QMS effectiveness, verify ISO/IEC 17025:2017 compliance, assess SANAS accreditation requirements, evaluate technical competence, identify non-conformances/risks/gaps, and provide improvement recommendations. Audit Areas: (1) QMS Assessment: Quality manual, document/record control, non-conforming work control, corrective/preventive actions, internal audits, management reviews, risk management, staff competency, equipment calibration, supplier/subcontractor management, method validation, measurement traceability, sample management, data integrity. (2) Technical Assessment: Microbiological testing methods (SANAS F15), method validation, environmental monitoring, media preparation/quality control, sterility/contamination control, proficiency testing (SANAS F176), lab facilities/environment, biosafety, equipment suitability, personnel competence, SANAS technical compliance. Standards: ISO/IEC 17025:2017, SANAS accreditation requirements, SANAS Technical Notes/policies, relevant microbiological standards. Deliverables: Audit plan/schedule, opening/closing meeting presentations, detailed audit report (executive summary, scope, methodology, findings, non-conformances, opportunities, recommendations), final signed report within 7-10 working days post-audit. Duration: Agreed timeframe with PPECB. Confidentiality: All audit information is confidential; prior written consent required for disclosure. Travel: Price must include travel/hourly rates to Centurion Close, 119 Gerhard Street, Centurion.

Service Provider Requirements: Demonstrate proven experience in auditing microbiology testing laboratories accredited to ISO/IEC 17025:2017. Provide suitably qualified auditors with microbiology expertise. Submit CVs and qualifications of proposed audit team (engagement partner + 2 substitutes). Provide references for similar work. All key audit team members must be based in Gauteng for the audit duration. Proof of Microbiology or equivalent qualifications required. Travel/km rates must be included in the quote (15 points if clearly stated).

Audit must evaluate QMS effectiveness and ISO/IEC 17025:2017 compliance. Key QMS areas: Quality manual, document/record control, non-conforming work, corrective/preventive actions, internal audits, management reviews, risk management, staff competency, equipment calibration, supplier/subcontractor management, method validation, measurement traceability, sample management, data integrity. Technical assessment includes: Microbiological testing methods (SANAS F15), method validation, environmental monitoring, media preparation/quality control, sterility/contamination control, proficiency testing (SANAS F176). Standards: ISO/IEC 17025:2017, SANAS accreditation requirements, SANAS Technical Notes/policies, relevant microbiological standards. Deliverables: Audit plan/schedule, opening/closing presentations, detailed report (executive summary, scope, methodology, findings, non-conformances, opportunities, recommendations), final signed report within 7-10 working days.

Submit a pricing schedule with: Supplier name, item description (Total Inclusive Cost for Services), total cost, VAT, and total inclusive of VAT. Include a detailed price breakdown. Offer validity: 90 days from closing date (26 June 2026). Pricing must include travel/hourly rates to Centurion Close, 119 Gerhard Street, Centurion. Fixed prices apply unless otherwise agreed in writing. Additional charges require prior PPECB approval.

Pricing: Submit total inclusive cost for services, including VAT and travel/hourly rates to Centurion. Provide a detailed price breakdown. Validity: Quotation must remain valid for 90 days from closing date. Payment Terms: Payment within 30 days of receipt of correct, undisputed invoice. Invoicing: Submit invoices within 7 days of delivery/service completion, reflecting PPECB order number and correct description. Fixed Prices: Prices are fixed unless otherwise agreed in writing. Additional Charges: Require prior written acceptance from PPECB. Travel Costs: Must be included in the quote (15 points if clearly stated).

Mandatory Compliance Documents: (1) SBD1 – Invitation to Bid, (2) SBD4 – Bidder’s Disclosure, (3) Valid Tax Clearance Certificate or PIN, (4) Valid B-BBEE Certificate or EME/QSE Affidavit, (5) SBD6.1 – Preference Point Claim Form, (6) CSD Registration Report (Proof of CSD registration). CSD Registration: Bidders must be registered on the Central Supplier Database (CSD) and include Master Registration Number in SBD1. Tax Compliance: Submit TCS PIN or certificate; verify via SARS e-filing (www.sars.gov.za). B-BBEE: Submit valid B-BBEE certificate or sworn affidavit (EME/QSE). Conflict of Interest: Full disclosure required; non-disclosure may lead to disqualification. Restrictions: No bids from state employees, directors in state service, or restricted suppliers. Insurance: Successful bidder responsible for all work, materials, tools, and equipment. Data Protection: Process personal/confidential information only for bid purposes; comply with POPIA.

Biosafety and laboratory safety practices must be evaluated as part of the technical audit. This includes: Laboratory facilities and environmental conditions, equipment suitability/calibration/maintenance, sterility and contamination control practices, and biosafety protocols. All audit team members must comply with PPECB’s safety and confidentiality requirements during on-site activities at Centurion Close, 119 Gerhard Street, Centurion.

Contract Terms: Successful bidder is responsible for all work, materials, tools, equipment, and property. Conflict of Interest: Full disclosure required; non-disclosure results in disqualification. Insurance: Bidder must cover all risks. Response Costs: PPECB is not liable for bid preparation costs. Reservations: PPECB may accept non-lowest bid, refuse non-compliant bids, request further info, cancel RFQ, award to one/more suppliers, or not award at all. Disclaimer: RFQ is not an offer; PPECB makes no warranties on accuracy/completeness. Data Protection: Process PPECB’s personal/confidential information only for bid purposes; comply with POPIA. Confidentiality: All information accessed during audit is confidential; prior written consent required for disclosure. Intellectual Property: All IP rights vest in PPECB. Disputes: Resolve via mutual consultation; if unresolved after 30 days, determined by independent expert in Cape Town. Termination: PPECB may terminate for material breach, poor performance, or if bidder is listed in National Treasury’s restricted suppliers database.

Evaluation uses a 4-stage process: (1) Compliance: All terms/conditions and returnable documents must be submitted. (2) Mandatory: Must be a Registered SANAS Technical Assessor for Microbiology testing laboratories (Yes/No). (3) Functional/Technical (145 points, min. 105 to qualify): Areas to be audited (65 points): QMS (10), SANAS F49 technical requirements (10), SANAS F15 method witnessing (10), SANAS F44 vertical audit (10), SANAS F176 proficiency testing (10), Audit report (15). Company Experience (20 points): >5 years (20), 3-5 years (10), <3 years (0). References (15 points): 3 (15), 2 (10), 1 (5), 0 (0). Capacity/Experience (40 points): Audit staff breakdown (10), CVs of audit team (10), Microbiology qualifications (10), Travel costs included (15). (4) Price and Specific Goals: 80/20 system for bids >R2,000. Specific Goals: Small business (20 points for EME/QSE with valid B-BBEE status).