Tender Summary: Supply Labour to Provide Hostess Duties

Objectives

To procure reliable labour for a six-month contract to perform hostess and food service duties at Fort Napier Hospital. The primary aim is to ensure consistent, hygienic, and timely meal preparation and distribution across wards while maintaining strict compliance with Department of Health standards, food safety protocols, and infection control requirements.

Scope of Work

• Food Preparation & Service: Chop vegetables, portion meals, prepare food trolleys, and serve breakfast, lunch, and supper to patients according to scheduled times.
• Quality & Safety Compliance: Ensure meals are delivered promptly and served at correct temperatures. Complete all required food safety, health, and infection prevention audit records accurately.
• Hygiene & Maintenance: Maintain cleanliness in the main kitchen, ward kitchens, and surrounding environments. Wash, dry, and store all pots, crockery, and cutlery.
• Patient Support & Events: Log and report patient food-related complaints. Provide additional catering support during hospital functions and patient events.
• Operational Hours: Staff must be available seven days a week, 07:00 to 17:00, inclusive of public holidays.

Technical Requirements

• Documentation: Submission of all mandatory Standard Bidding Documents (SBDs), valid Central Suppliers Database (CSD) registration, SARS tax clearance, proof of stable financial capacity to sustain payroll throughout the contract, and a BBBEE affidavit or certificate.
• Compliance & Standards: Strict adherence to Department of Health quality specifications. Failure to indicate compliance on the official specification form results in disqualification.
• PPE & Medical Clearance: All supplied staff must undergo medical surveillance and wear prescribed protective clothing: two company-branded T-shirts, two black jeans, one black jacket, and black steel-capped safety shoes.
• Quotation Validity & Format: Prices must remain firm for 90 days. Official non-retyped quotation forms must be used. Late submissions are automatically rejected.
• Evaluation Framework: An 80/20 preference point system applies, with 80 points allocated for price competitiveness and 20 points for companies that are at least 51% Black-owned. Performance security (bank guarantee or certified cheque) is required within 30 days of contract award.

Skills Requirements

While not explicitly itemised, the successful bidder must demonstrate personnel with proven capabilities in institutional food handling, basic culinary preparation, and strict adherence to hygiene protocols. Staff must possess the ability to maintain accurate audit and safety documentation, manage time-sensitive meal distribution, communicate effectively regarding patient complaints, and operate reliably under continuous shift conditions. Physical endurance, teamwork, and strict compliance with workplace safety and PPE regulations are essential.

Explanation of Unusual or Complicated Terms

• IPC Audits: Infection Prevention and Control audits. These are standard healthcare assessments designed to monitor and reduce cross-contamination risks, ensuring patient and staff safety.
• SBD Forms: Standard Bidding Documents. Mandatory government procurement forms that capture legal, financial, and compliance declarations. Incomplete or missing forms render a bid non-responsive.
• CSD Registration: Central Suppliers Database. A National Treasury-maintained online registry that verifies a supplier's legal standing, tax compliance, and banking details before procurement engagement.
• 80/20 Preference Point System: A South African public procurement scoring model where 80% of the evaluation weight is based on competitive pricing and 20% on designated transformation goals (in this case, 51% Black ownership).
• Performance Security: A financial guarantee (typically a bank-issued letter of credit or certified cheque) required after contract award to protect the client against contractor default, poor performance, or breach of contract terms.