Three-year contract for supply and delivery of 31 laboratory chemicals to ppecb

Scope: supply and delivery of laboratory chemicals to the PPECB Laboratory in Centurion.

Contract: three (3) years with an option to renew for two (2) years based on service delivery.

Estimated annual quantities (31 products):

1 Methanol CP, 25 Litre, 100

2 Nitric Acid 55% AR, 2.5 Litre, 1

3 Ethanol 70%, 2.5 Litre, 60

4 Petroleum Ether 30–40°C AR, 2.5 Litre, 242

5 Petroleum Ether 40–60°C AR, 2.5 Litre, 3

6 Acetic Acid Glacial AR, 2.5 Litre, 100

7 n-Amyl Alcohol AR, 2.5 Litre, 12

8 500g Boiling Stones 2mm EP, 500g, 2

9 Potassium Iodide AR, 500g, 4

10 Potassium Chromate AR, 500g, 2

11 Propan-2-Ol CP, 25 Litre, 10

12 Tetrachloroethylene CP, 2.5 Litre, 20

13 TRIMETHYLPENTANE CP, 2.5 Litre, 20

14 Phenolphthalein CP, 500g, 1

15 Sodium Hydroxide N/10 AR, 2.5 Litre, 5

16 Sand Acid Washed AR, 500g, 6

17 Sodium Hydroxide pellets, 5 kg, 12

18 Sulphuric Acid 1.82 SG, 2.5 Litre, 3

19 Sulphuric Acid 1.77 SG, 2.5 Litre, 3

20 Sulphuric Acid 1.52 SG, 2.5 Litre, 3

21 Silver Nitrate AR, 100g, 3

22 Sodium Chloride AR, 500g, 50

23 Potassium Sulphate AR, 500g, 30

24 Cupric Sulphate AR, 500g, 3

25 Diethyl Ether AR, 500ml, 1

26 Sodium Carbonate Anhydrous AR, 5 kg, 6

27 Sulphuric Acid 98%, 2.5 Litre, 12

28 Bromothymol Blue, 25g, 2

29 Boric Acid Powder, 500g, 6

30 Methyl Red, 25g, 1

31 Bromocresol green, 25g, 1

Packaging: manufacturer’s original, sealed, undamaged and correctly labelled packaging.

Documentation: each product must have a valid Certificate of Analysis and a current Safety Data Sheet or manufacturer’s specification sheet.

Shelf life: minimum 75% of stated shelf life remaining, or at least 12 months before expiry, whichever is greater.

Lead time: bidders must indicate delivery lead time from receipt of an official purchase order.

Delivery: to PPECB Laboratory, Centurion, within the committed lead time.

Pricing inclusion: VAT, packaging, transport, handling, insurance and all other costs required for delivery.

Compliance: all applicable South African legislation and recognised industry requirements for manufacture, repackaging, labelling, storage, handling and transportation of laboratory and hazardous chemicals.

Substitution: no substitution without prior written approval of PPECB.

Inspection: PPECB may reject non-compliant products; rejected products must be collected and replaced at no additional cost.

Volumes: estimates based on 12 months of usage.

Delivery address: PPECB Laboratory, Centurion Close, Block B, Unit 4, 119 Gerhard Street, Centurion, Gauteng, 0157.

Date of issue: 09 November 2026.

Closing date and time: 09 December 2026 at 11:00.

Clarification queries: no later than ten (10) days before the closing date.

Bid validity: 150 days from date of closure.

PPECB business hours: 08:15 – 16:45.

Tender enquiries:

• Contact: Portia Jonginyanga
• Role: sourcing specialist
• Email: [email protected]
• Telephone: 021 930-1134

Electronic submission sharing:

• Email: [email protected]
• Email: [email protected]

Physical submission address:

PPECB Head Office

Main Reception

45 Silwerboom Avenue

Plattekloof

Cape Town

7500

Delivery address:

PPECB Laboratory

Centurion Close

Block B, Unit 4

119 Gerhard Street

Centurion

Gauteng

0157

Submission method: dual submission — one signed hard copy delivered to the PPECB tender box and one electronic copy submitted via Microsoft OneDrive.

Closing: 09 December 2026 at 11:00; no late bids will be considered.

Hard copy: seal the technical and pricing envelopes separately, place them in a sealed outer envelope marked Tender: RFP/LAB/CHEMICALS/2026/06/R, and deliver to the tender box at PPECB Head Office, Main Reception, 45 Silwerboom Avenue, Plattekloof, Cape Town, 7500.

Electronic: share via Microsoft OneDrive with [email protected] and [email protected]; technical documents in PDF and the pricing matrix in unencrypted MS Excel, structured in the same sequence as the physical submission.

Two-envelope format: Envelope 1 – Technical Proposal (no pricing; inclusion of pricing results in automatic disqualification); Envelope 2 – Pricing Proposal (no technical information).

Submit one signed original and one electronic copy of each envelope.

Returnable forms and documents:

• SBD 1 – Invitation to Bid: bidder and contact details, signed offer cover page.
• SBD 3.3 – Pricing Schedule: completed pricing schedule or schedule of rates.
• SBD 4 – Declaration of Interest: disclosure of state employment or connections to the institution.
• SBD 6.1 – Preference Points Claim Form: claim for specific goals under the 80/20 system.
• Valid B-BBEE certificate or sworn affidavit (EME/QSE).
• Non-Disclosure Agreement (Annexure A).
• Tax Compliance Status PIN certificate.
• Bidder’s cover letter on company letterhead and table of contents.
• Specification document declaration section, completed and signed.
• Proof of authority to sign, such as a board resolution.
• CSD Master Registration Number (MAAA number) included in SBD1.
• For joint ventures or consortiums: signed joint venture agreement with work and rand value split, tax compliance of each member, proof of ownership or shareholder certificates or ID copies, and company registration certificates.

Disqualification risks: late submission; pricing in Envelope 1; technical information in Envelope 2; failure to quote on all components; deviation from the prescribed pricing schedule; unsigned or omitted returnable forms; non-compliance with packaging and marking instructions.

Evaluation is conducted in six stages; failure at any stage disqualifies the bidder from all subsequent stages.

Stage 1 – Administrative/Compliance: returnable documents checked for administrative compliance.

Stage 2 – Mandatory: bidder must be the manufacturer of the quoted laboratory chemicals or an authorised supplier, repacker, distributor or reseller appointed by the manufacturer; evidence is a manufacturer authorisation letter or proof of manufacturing capability.

Stage 3 – Functional/Technical (minimum qualifying score 110 out of 137):

• Company experience: 5–10 years = 20 points; 2–4 years = 10 points; less than 2 years = 0 points.
• Product documentation: valid Certificate of Analysis and SDS or manufacturer’s specification sheet for each of the 31 quoted products; all 31 items = 31 points per document type; 28–30 items = 28 points; 27 or fewer = 0 points.
• Lead time capability: 3–5 working days = 10 points; more than 5 working days = 0 points.
• Quality management: valid ISO 9001:2015 certification or equivalent = 10 points; none = 0 points.
• Client references: 3 or more contactable letters not older than 3 years = 15 points; 2 = 10 points; 1 = 5 points; none = 0 points.
• Pricing and delivery confirmation: fixed pricing for 12 months = 10 points; all items quoted and delivery included = 10 points.

Stage 4 – Sample Testing: recommended bidder submits samples within 7–10 working days; minimum threshold 26 points out of 31.

Stage 5 – Price and Preference: 80/20 preference point system (price 80 points, specific goals 20 points).

Specific goals: small business including EMEs or QSEs = 10 points (EME 10, QSE 10, SANAS generic 5); women-owned enterprises = 10 points (70–100% shareholding = 10, 51–69% = 5, 30–50% = 3, below 30% = 0).

Stage 6 – Objective Criteria (Risk): risk of fruitless and wasteful expenditure, abnormally low bid, material irregularity, current litigation with PPECB, proven poor record of accomplishment.

Procurement: supply and delivery of laboratory chemicals to the PPECB Laboratory in Centurion.

Contract: three (3) years with an option to renew for two (2) years based on service delivery.

Estimated annual quantities:

1 Methanol CP, 25 Litre, 100

2 Nitric Acid 55% AR, 2.5 Litre, 1

3 Ethanol 70%, 2.5 Litre, 60

4 Petroleum Ether 30–40°C AR, 2.5 Litre, 242

5 Petroleum Ether 40–60°C AR, 2.5 Litre, 3

6 Acetic Acid Glacial AR, 2.5 Litre, 100

7 n-Amyl Alcohol AR, 2.5 Litre, 12

8 500g Boiling Stones 2mm EP, 500g, 2

9 Potassium Iodide AR, 500g, 4

10 Potassium Chromate AR, 500g, 2

11 Propan-2-Ol CP, 25 Litre, 10

12 Tetrachloroethylene CP, 2.5 Litre, 20

13 TRIMETHYLPENTANE CP, 2.5 Litre, 20

14 Phenolphthalein CP, 500g, 1

15 Sodium Hydroxide N/10 AR, 2.5 Litre, 5

16 Sand Acid Washed AR, 500g, 6

17 Sodium Hydroxide pellets, 5 kg, 12

18 Sulphuric Acid 1.82 SG, 2.5 Litre, 3

19 Sulphuric Acid 1.77 SG, 2.5 Litre, 3

20 Sulphuric Acid 1.52 SG, 2.5 Litre, 3

21 Silver Nitrate AR, 100g, 3

22 Sodium Chloride AR, 500g, 50

23 Potassium Sulphate AR, 500g, 30

24 Cupric Sulphate AR, 500g, 3

25 Diethyl Ether AR, 500ml, 1

26 Sodium Carbonate Anhydrous AR, 5 kg, 6

27 Sulphuric Acid 98%, 2.5 Litre, 12

28 Bromothymol Blue, 25g, 2

29 Boric Acid Powder, 500g, 6

30 Methyl Red, 25g, 1

31 Bromocresol green, 25g, 1

Packaging and documentation: manufacturer’s original, sealed, undamaged and correctly labelled packaging; each product must have a valid Certificate of Analysis and a current Safety Data Sheet or manufacturer’s specification sheet.

Shelf life at delivery: minimum 75% of stated shelf life remaining, or at least 12 months before expiry, whichever is greater.

Lead time: bidders must indicate delivery lead time from receipt of an official purchase order and deliver within the committed lead time.

Pricing inclusion: VAT, packaging, transport, handling, insurance and all other costs required for delivery to the specified address.

Compliance: all applicable South African legislation and recognised industry requirements for manufacture, repackaging, labelling, storage, handling and transportation of laboratory and hazardous chemicals.

Substitution: no substitution of product, brand, grade, concentration or pack size without prior written approval of PPECB.

Inspection and rejection: PPECB may reject damaged, leaking, expired, incorrectly labelled, improperly packaged or otherwise non-compliant products; rejected products must be collected and replaced at no additional cost.

Volumes are estimates based on 12 months of usage and are subject to change.

Delivery address: PPECB Laboratory, Centurion Close, Block B, Unit 4, 119 Gerhard Street, Centurion, Gauteng, 0157.

Mandatory capability: bidder must be the manufacturer of the quoted laboratory chemicals or an authorised supplier, repacker, distributor or reseller appointed by the manufacturer.

Evidence: manufacturer authorisation letter confirming authorisation to supply the quoted products, or proof of manufacturing capability or company profile if the bidder is the manufacturer.

Company experience: 5–10 years = 20 points; 2–4 years = 10 points; less than 2 years = 0 points.

Client references: 3 or more contactable written reference letters on client letterheads, not older than three years, confirming supply of laboratory chemicals, on-time and in-full delivery, product quality against agreed specifications, and adherence to agreed lead times = 15 points; 2 letters = 10 points; 1 letter = 5 points; no valid letter = 0 points.

Quality certification: valid ISO 9001:2015 Quality Management System certification or an equivalent recognised quality management certification required (10 points under functional evaluation).

Product quality: no substitution of product, brand, grade, concentration or pack size without prior written approval of PPECB.

Inspection: PPECB may inspect all delivered products and reject those that are damaged, leaking, expired, incorrectly labelled, improperly packaged or otherwise non-compliant.

Replacement: rejected products must be collected by the supplier and replaced within the timeframe specified by PPECB, at no additional cost.

Service quality: quality of products and services delivered must not differ from the specification.

Sample testing: recommended bidder must provide samples for testing; samples must be tested successfully; 7–10 working days allowed to submit samples to the PPECB Centurion laboratory.

Pricing form: SBD 3.3 – Pricing Schedule; one signed original plus one unencrypted MS Excel copy via Microsoft OneDrive.

Price basis: all prices inclusive of VAT.

Format: pricing must follow the prescribed schedule; deviation renders the bid non-responsive.

Completeness: tender must be quoted in its entirety; no portion may be left blank; failure to quote on all components disqualifies the bidder.

Errors: errors and omissions are not accepted; only the total price submitted will be considered.

Pricing derivation: a detailed description of how pricing was derived must accompany the pricing schedule.

Discounts: only unconditional discounts will be considered at the final evaluation stage.

Quantities: specified volumes are estimates and subject to change due to seasonal resourcing fluctuations.

Validity: pricing schedule form reflects 90 days from the closing date (cover page states 150 days).

Use of price: submitted price is used for evaluation purposes only.

Pricing format: prices must be submitted strictly in the prescribed pricing schedule; deviation renders the bid non-responsive.

Price composition: inclusive of VAT, packaging, transport, handling, insurance and all other costs required for delivery to PPECB Laboratory, Centurion.

Quantities: estimated annual volumes subject to change due to seasonal resourcing fluctuations.

Completeness: the tender must be quoted in its entirety; no portion may be left blank; failure to quote on all components disqualifies the bidder.

Errors and omissions: not accepted; only the total price submitted will be considered.

Pricing assumptions: a detailed description of how pricing was derived must accompany the pricing schedule.

Discounts: only unconditional discounts will be considered at the final evaluation stage.

Bid validity: 150 days from date of closure (the pricing schedule form also reflects a 90-day validity field).

Payment terms: 30 days from invoice date.

Insurance: successful bidder must provide proof of insurance before beginning work and maintain it for the contract duration; a sample certificate of insurance indicating limitations of liability and a copy of public liability insurance must be submitted with the tender.

Price is used for evaluation purposes only.

CSD registration: mandatory; bidder must be registered on the Central Supplier Database and include the Master Registration Number (MAAA number) in SBD1.

Tax compliance: SARS Tax Compliance Status PIN or printed TCS certificate must be submitted; where no PIN is available but the bidder is CSD-registered, the CSD number must be provided.

State employment restriction: no bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

Mandatory capability: bidder must be the manufacturer of the quoted laboratory chemicals or an authorised supplier, repacker, distributor or reseller appointed by the manufacturer, supported by a manufacturer authorisation letter or proof of manufacturing capability.

B-BBEE: valid B-BBEE status level certificate or sworn affidavit (EME/QSE) required to claim preference points; joint ventures or consortiums must submit a consolidated B-BBEE certificate.

Company registration: company registration certificates required, including for each joint venture member where applicable.

Authority to sign: proof of authority, such as a board resolution, must be submitted.

Joint ventures or consortiums: signed joint venture agreement with work and rand value split, tax compliance of each member, proof of ownership or shareholder certificates or ID copies, and company registration certificates.

Quality management: valid ISO 9001:2015 certification or equivalent recognised quality management certification (evaluated under Stage 3).

General Conditions of Contract: National Treasury GCC applies and is enforceable; PPECB may supplement with Special Conditions of Contract, which prevail in the event of conflict.

Contract execution: successful bidder must sign a formal agreement with PPECB.

Assignment and cession: no assignment of obligations or cession of payment rights to a third party without prior written consent.

Resources: PPECB must be formally informed of any change or replacement of approved resources.

Confidentiality: bidder may use PPECB confidential information only for purposes of the bid and must not disclose it to unauthorised third parties; related documentation is deemed the property of PPECB and must be surrendered on demand.

Data protection: POPIA consent for processing personal information; information retained for three years after award and may be stored on cloud infrastructure in Western Europe or the EU.

Publicity: no news or press releases concerning the tender or award without PPECB consent and coordination.

Insurance: successful bidder is responsible for the work and all materials; proof of insurance required before work begins and for the contract duration; sample certificate of insurance indicating limitations of liability and copy of public liability insurance must be submitted with the tender.

Payment: 30 days from invoice date, subject to correct purchase order number on the tax invoice, receipt and acceptance of goods, and VAT included in the price.

Duration: three (3) years with option to renew for two (2) years; annual performance review; PPECB may cancel if performance standards are not met or terminate without penalty if the tenderer cannot honour the contract or poses reputational risk.

Jurisdiction: laws of the Republic of South Africa apply; South African courts have jurisdiction.

Withdrawal: PPECB may recover additional expense if a bidder withdraws before the validity period expires.

Validity extension: bidder must respond in writing within the stipulated timeframe if PPECB requests an extension of the bid validity period.

Rejection: PPECB may reject inadequate or non-compliant proposals; no award if the proposed solution does not meet the technical compliance criterion.

Functional/technical evaluation criteria and points:

• Company experience: 5–10 years = 20 points; 2–4 years = 10 points; less than 2 years = 0 points.
• Product documentation: valid Certificate of Analysis and SDS or manufacturer’s specification sheet for each of the 31 quoted products; all 31 items = 31 points per document type; 28–30 items = 28 points; 27 or fewer = 0 points.
• Lead time capability: 3–5 working days = 10 points; more than 5 working days = 0 points.
• Quality management: valid ISO 9001:2015 certification or equivalent = 10 points; none = 0 points.
• Client references: 3 or more contactable letters not older than 3 years = 15 points; 2 = 10 points; 1 = 5 points; none = 0 points.
• Pricing and delivery confirmation: fixed pricing for 12 months = 10 points; all items quoted and delivery included = 10 points.

Total functional points: 137. Minimum qualifying score: 110.

Sample testing: recommended bidder submits samples within 7–10 working days; minimum threshold 26 points out of 31.

Price and preference: 80/20 system; price 80 points, specific goals 20 points.

Specific goals: small business/EME/QSE = 10 points; women-owned = 10 points (70–100% = 10, 51–69% = 5, 30–50% = 3, below 30% = 0).

Objective criteria: risk of fruitless and wasteful expenditure, abnormally low bid, material irregularity, litigation with PPECB, poor record of accomplishment.