OUTRIGHT PURCHASE OF BUILDING MANAGEMENT SYSTEM/ENVIRONMENTAL MONITORING SYSTEM (EMS) INCLUDING SERVICE AND MAINTENANCE OF THE SYSTEM FOR A PERIOD OF FIVE (5) YEARS.Closed

Overview

Outright purchase of a Building Management System/Environmental Monitoring System (EMS) including service and maintenance of the system for five years. The NHLS invites bids from BMS/EMS vendors capable of integrating with NHLS infrastructure (BMS/LMS/Fire alarm) and meeting pharma-regulatory standards (EU GMP Annex 1 2023, 21 CFR Part 11, GAMP 5). Compulsory briefing and registration requirements apply.

Requirements

• Evidence of tax compliance (Tax Clearance or Tax Compliance Status) and Central Supplier Database registration; separate TCS/CSD for consortium members.
• B-BBEE: valid verification certificate or sworn affidavit; if a consortium, provide for each entity.
• Two reference letters from pharmaceutical-grade facilities; two client letters on letterhead detailing similar work.
• Compliance with mandatory technical and contractual requirements, including:
  • Project plan with risk assessment, integration with existing infrastructure, data audit trails, alarms, and training plan.
  • EMS scope covering: clean rooms (Grade A–D), HVAC interfacing, cleanroom particle monitoring, TOC/conductivity, viable microbial sampling, cold storage appliances, data management, and fire alarm integration.
  • Proof of qualification documentation (DQ, FAT, IQ, OQ, PQ) and at least 12 months warranty; UPS backup for 2 hours.
  • Training, ongoing support, and five years of service/maintenance; Electrical CoC for EMS installation; COIDA good standing.
  • Compliance with EU GMP Annex 1 (2023), 21 CFR Part 11, electronic data integrity commitments.
• Complete and sign mandatory documents (e.g., SBD4, SBD6.1 PPPFA form, SBD7 if applicable) and pricing in the prescribed format.

How to Apply

• Briefing: compulsory session 11 September 2026 at SAVP Library, 1 Modderfontein Road. Questions due by 15 September 2026 (email Phillip.serage@nhls.ac.za).
• Closing and opening: bids must be delivered by 30 September 2026 at 11:00; opening 11:30 in NHLS Main Conference Boardroom.
• Submission format: one original, one hard copy, and one electronic copy on USB; two envelopes inside an outer envelope:
  • Envelope 1: “BID / Proposal Section” (all documents except pricing)
  • Envelope 2: “PRICING Section” (pricing schedule and supporting pricing)
• Deliver to NHLS Procurement Tender Office – Main Reception, 1 Modderfontein Road, Sandringham.
• Documents to submit (examples from attached files): RFB071/24/25 Bid Document (for structure and conditions) and Pricing Schedule (Copy of Proposed Pricing Schedule_RFB071-25-26 Annexure B Price.xlsx).
• Additional notes: conformance with PPPFA 80/20 (Price 80; Specific Goals 20); ensure SBD4, CSD, TCS, and all mandatory documents are included.