Laboratory Services for Water Quality Analysis – VOCMA
Tender Details
- Tender Number: VO 021 2026/2027
- Department: Department of Water and Sanitation
- Tender Type: Request for Bid (Open Tender)
- Client: Vaal-Orange Catchment Management Agency (VOCMA)
- Location: Charlotte Maxeke and East Burger, Bloemfontein, Free State, 9301
- Contract Period: 36 months
- Category: Laboratory, Testing and Analytical Services; Environmental Monitoring, Assessment and Consulting
- Closing Date: 22 October 2026 at 11:00
- Briefing Session: No briefing session
- eSubmission: Enabled
- Enquiries: Matseba Ephraim
- Email: matsebae@dws.gov.za
- Telephone: 082 819 9085
- Special Conditions: N/A
Tender Objective
The objective is to appoint a suitably qualified laboratory service provider to conduct water quality analysis for samples collected by VOCMA over a period of 36 months.
The appointed laboratory will be responsible for receiving, analysing and reporting on routine, emergency and other water quality samples, with services extending across the VOCMA operational areas.
Scope of Services
The successful service provider will be expected to provide:
Water Quality Analysis
- Routine water quality sample analysis.
- Emergency sample analysis.
- Analysis of samples required for potential prosecution proceedings.
- Analysis of optional water quality samples where required.
- Testing of relevant soil and environmental samples where specified.
Sample Management
- Receipt and registration of samples.
- Provision of pre-sterilised sample containers.
- Appropriate sample handling and preservation.
- Maintaining chain-of-custody documentation.
- Courier arrangements and associated costs.
- Secure retention of analytical records.
Laboratory Reporting
- Preparation of analytical reports.
- Routine results within five working days.
- Emergency results within three working days.
- Reports in hard copy/PDF format.
- Electronic results in Excel format.
- Data formatted for integration with the VOCMA Water Management System (WMS).
Contract Administration
- Monthly invoicing based on completed services.
- Maintenance of laboratory records.
- Management of analytical standards, blanks and quality-control records.
- Compliance with the prescribed pricing and escalation mechanism.
Technical Requirements
Tenderers should be able to demonstrate:
- SANAS accreditation or participation in a recognised Proficiency Testing Scheme (PTS), as required.
- Documented analytical methods.
- Appropriate detection limits.
- Quality-control procedures.
- Qualified technical personnel.
- Reliable sample transportation and handling systems.
- Appropriate hazardous-waste disposal arrangements.
- Compatibility with VOCMA’s Water Management System.
- Ability to meet specified reporting turnaround times.
Prosecution Sample Requirements
Samples that may be used for legal proceedings require additional controls, including:
- Strict chain-of-custody procedures.
- Proper documentation of sample handling.
- Appropriate laboratory records and affidavits where required.
- Preservation of evidence.
- Availability of relevant laboratory personnel to provide evidence where required.
Skills and Personnel Requirements
The laboratory should have appropriately qualified and experienced technical personnel, including:
- Lead Analyst: Minimum five years’ practical experience in analytical chemistry or microbiology.
- Technical Signatories: Relevant tertiary qualifications in Chemistry, Microbiology, Organic Chemistry or equivalent industry experience.
- Laboratory Supervisors: Appropriate professional qualifications/credentials.
- Technical staff capable of conducting the required analytical tests and quality-control procedures.
Tenderers are required to submit CVs for technical personnel at bidding stage and provide updated documentation when personnel changes occur.
Data and Reporting Requirements
The successful laboratory must be able to provide:
- Accurate analytical results.
- PDF/hard-copy reports.
- Excel-based electronic results.
- Data compatible with the VOCMA Water Management System.
- Required analytical quality-control information.
- Records retained for the specified period.
- Timely reporting according to routine and emergency turnaround requirements.
Pricing Structure
The contract uses a non-firm pricing model.
According to the supplied tender summary:
- 85% of the original bid price is subject to adjustment using the prescribed escalation formula.
- 15% remains firm.
- Tenderers must provide the required percentage breakdown for applicable cost factors.
- Adjustments are linked to prescribed/indexed cost components.
The exact escalation formula and applicable indices should be confirmed in the official tender documentation.
Compliance Requirements
Tenderers should ensure that they can provide the required:
- SANAS accreditation or recognised PTS evidence, where applicable.
- Laboratory accreditation certificates.
- CVs of technical personnel.
- Relevant qualifications and professional credentials.
- Documented analytical methods and quality-control procedures.
- Hazardous-waste disposal arrangements.
- Sample handling and chain-of-custody procedures.
- Pricing schedules.
- Required tender forms and supporting documentation.
- Subcontractor accreditation documentation, where subcontracting is proposed