Supply, install, and support a lims for overberg water (36-Month contract, iso17025:2017 compliant)

Purpose: Procure a LIMS system for provision, installation, and support over 36 months to meet ISO17025:2017 standards and support Overberg Water’s lab accreditation and IRIS integration. Scope: Overberg Water is a Water Services Institution covering ~6,000km² in the Overberg region, requiring water quality testing and data management for ~30,000 annual tests. Current manual system is non-compliant. Objective: Implement LIMS at one central lab (Rûensveld East, coordinates: -34.076234, 20.245964) within 6 months, with future rollout to satellite labs. Parameters to test (non-exhaustive): Colour, Conductivity, Turbidity, pH, Sulphate, Chloride, Sodium, Nitrate, Nitrite, Iron, Manganese, Aluminium, E.Coli, HPC, Total Coliforms. Data ownership: All LIMS data remains Overberg Water’s property; must be returned in acceptable format if service ends. ERP integration is not required. Project phases: Initiation, implementation, customisation, training, testing/approval, support. Presentations may be required for clarification (non-negotiable). Overberg Water reserves the right not to appoint if requirements are unmet.

Closing date: 16 July 2026 at 12:00. Quotation validity period: 90 days from closing date.

Bidding procedure enquiries: Mr S. Mayixhale, Tel: 021 851 2155, Email: [email protected]. Technical enquiries: Mr D. Fransman, Tel: 021 851 2155, Email: [email protected]. Submission address: Tender box, Overberg Water Board’s Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Street, Somerset West, 7137, Cape Town. CSD helpdesk: Tel: 012 406 9222, Email: [email protected].

Submit your quotation in a sealed envelope to the tender box at Overberg Water Board’s Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Street, Somerset West, 7137, Cape Town. Late submissions will not be accepted. All six (6) Returnable Schedules (SBD1, Annexure A3, SBD4, SBD6.1, BBBEE Certificate/Sworn Affidavit, CSD Report, Certificate of Authority for Signature, Copy of ID, Copy of CIPC Certificate) must be completed, signed, and returned. Quotations must remain valid for 90 days from the closing date. Use official forms provided; do not re-type. Clearly mark the envelope with the quotation number (RFQ OW-006 2026/27) and description. Failure to comply with any mandatory requirement will result in disqualification.

Provide, install, and support a comprehensive LIMS system conforming to ISO17025:2017 for 36 months. System must support Overberg Water’s accreditation journey and integrate with the Department of Water and Sanitation’s IRIS system. Key requirements: Secure servers with 5+ years data storage (TTFB <200ms). Web-based, with network/floating licences (if proprietary). Compatible with Chrome, Edge, or Opera. Supports digital signatures, bulk Excel/CSV import/export, custom PDF/Excel COA templates, and integration with lab equipment (e.g., Coliform counters, ICP machines, spectrophotometers). Must include modules for: jobs/orders, sample submission, instrument management, calibration, quality control, document management, digitally signed COAs, configurable calculations, sample/site management, sample differentiation, proficiency testing, client management, complaints, and financial management. Implementation at central lab (Rûensveld East) first, with rollout to satellite labs later. Parameters to test include: Colour, Conductivity, Turbidity, pH, Sulphate, Chloride, Sodium, Nitrate, Nitrite, Iron, Manganese, Aluminium, E.Coli, HPC, Total Coliforms. Data ownership remains with Overberg Water; all data must be returned in acceptable format if service is terminated. Project phases: initiation, implementation, customisation, training, testing/approval, support. Commissioning/testing must be completed within 6 months of award.

Bidder must provide: A clear, short project plan describing deliverables and timeframes. A Gantt chart showing these timeframes. Implementation period scoring: >18 months/no plan = 1 point, ≤18 months = 2 points, ≤12 months = 3 points, ≤9 months = 4 points, ≤6 months = 5 points. Project must cover: Project initiation and data gathering, implementation, customisation, training, testing and approval, support. Ad-hoc support: Online (120 hours) and in-person (24 hours) included in pricing schedule.

Bidder must demonstrate experience in LIMS provision, installation, and support. Evidence: Signed positive reference letters on client letterheads specifying project timeframes (Letters of Appointment are not acceptable). Experience scoring: ≤1 year = 1 point, ≤5 years = 2 points, ≤10 years = 3 points, ≤15 years = 4 points, >15 years = 5 points. If multiple reference letters are submitted, the earliest project date is used. Years are counted consecutively, not cumulatively. Company clientele: 1 reference letter = 1 point, up to 5 letters = 5 points.

LIMS must conform to ISO17025:2017. Required features: Quality Control with multi-step verification and non-conformance management. Reference standards must be customisable as new limits are published. Document Management: Full audit trail required. COAs must be digitally signed and secured in PDF format. Configurable calculations and sample/site management (batching, aliquots, partitioning). Sample differentiation (e.g., resample, audit sample, operational sample). Proficiency testing support. Client management, complaints, and financial management modules must be included for future implementation but are part of commissioning/testing/approval. Project phases: Initiation, implementation, customisation, training, testing/approval, support.

Complete and sign all pricing forms (Annexure A3, SBD1). Prices must be fixed, all-inclusive, and valid for 90 days. Quote on all line items (except Item 2 where applicable). VAT (15%) must be shown separately. Total Bid Price = Subtotal A (sum of all items) + 10% contingencies + VAT. Bidder warrants: Quotation correctness, rates cover all specified work/items, rates cover all obligations (including disbursements), errors are the bidder’s risk. Required line items: Hardware/hosting (36 months), Network Licence (36 months, if proprietary), Installation/Implementation (sum, includes admin, travel for ≥5 engagements, setup), Customisation (sum), Training (sum), Testing/Commissioning (sum), Ad-hoc online support (per hour, 120 hours), Ad-hoc in-person support (per hour, 24 hours).

Complete and sign all pricing forms (Annexure A3, SBD1, SBD4, SBD6.1). Prices must be fixed, all-inclusive (training, meetings, etc.), and valid for 90 days. Quote on all line items (except Item 2 where applicable). VAT must be shown separately (15%). Total Bid Price = Subtotal A (sum of all items) + 10% contingencies + VAT. Payment terms: Monthly cycle; invoices dated ≤20th of the month paid between 23rd-26th of the next month. Mid-month payments (10th-13th) may be approved at Overberg Water’s discretion. Errors in pricing are the bidder’s risk. Required line items: Hardware/hosting (36 months), Network Licence (36 months), Installation/Implementation (sum), Customisation (sum), Training (sum), Testing/Commissioning (sum), Ad-hoc online support (per hour, 120 hours), Ad-hoc in-person support (per hour, 24 hours).

Mandatory: Registration on National Treasury Central Supplier Database (CSD). Submit CSD Report and CSD number. Tax Compliance: Submit Tax Compliance Status (TCS) PIN (via SARS e-filing) or printed TCS certificate. If no TCS PIN, CSD registration is sufficient. For consortia/joint ventures, each party must submit separate TCS/CSD details. B-BBEE: Submit valid B-BBEE certificate or sworn affidavit. Preference points (20 total) for: Women Ownership (5), Disability Ownership (5), Youth Ownership (5), Location in Western Cape (2), B-BBEE Level 1-2 (QSE/EME, 3). Supporting documents: Full CSD Report (for all goals), medical certificate (disability), valid B-BBEE certificate. No bids accepted from state employees or entities with state-employed directors/members. Complete SBD4 (disclosure of interests) and SBD6.1 (preference points claim). Submit CIPC certificate, ID copy of authorised signatory, and certificate of authority for signature. COIDA: Submit Letter of Good Standing or proof of cover with a licensed insurer.

Contract commencement: Date of purchase order/letter of appointment issuance. Supplier works at own risk before this date. Overberg Water’s liability begins only after valid purchase order issuance. Contract duration: 36 months from award. Commissioning/testing must complete within 6 months of award. Payment: Monthly cycle (23rd-26th of the month for invoices dated ≤20th). Mid-month payments (10th-13th) may be approved at Overberg Water’s discretion. Standards: Non-compliance with specifications/standards is a material breach; Overberg Water may cancel the contract per GCC Clause 23. Insurance: Supplier must insure goods against loss/damage (manufacture, transport, storage, delivery) and provide proof to Overberg Water. Applicable law: Supplier must comply with Basic Conditions of Employment Act and all labour-related laws. Abuse of SCM system: Prohibited; may result in rejection, contract cancellation, blacklisting, or legal action. Right to not appoint: Overberg Water may cancel the proposal or not appoint if bids are non-compliant.

Functionality evaluation (100 points total, 75% minimum to qualify). Criteria: Working experience with LIMS provision, installation, and support (40 points): ≤1 year = 1, ≤5 years = 2, ≤10 years = 3, ≤15 years = 4, >15 years = 5. Evidence: Signed reference letters on client letterheads with project timeframes (Letters of Appointment not accepted). Company clientele with LIMS experience (40 points): 1 reference = 1, 2 references = 2, up to 5 references = 5. Implementation plan (20 points): >18 months/no plan = 1, ≤18 months = 2, ≤12 months = 3, ≤9 months = 4, ≤6 months = 5. Must include a clear project plan with deliverables/timeframes and a Gantt chart.