Tender Summary: Supply and Deliver Golf Shirts

Objectives

The primary objective is to procure and deliver 434 customized navy blue golf T-shirts to the Umzinyathi District Office for distribution to clinic staff. The tender aims to secure a compliant, cost-effective, once-off supply contract that adheres to provincial health branding guidelines, meets established textile quality standards, and aligns with national preferential procurement policies.

Scope

The scope covers the complete supply chain for a single delivery of 434 garments across seven size categories. Responsibilities include sourcing or manufacturing, custom embroidery of the KwaZulu-Natal Department of Health logo, quality assurance, packaging, and transportation to the designated district office. The quotation remains valid for 90 days, and evaluation follows a strict four-stage process: administrative compliance, specification adherence, price and preference scoring, and physical sample verification.

Technical Requirements

• Garment Specification: Short-sleeve golf T-shirt with a rib/turn-down collar and regular fit for comfort.
• Colour: Strictly navy.
• Branding & Placement: Department logo embroidered on the left chest panel, positioned exactly 8 cm below the shoulder seam and centred. Maximum embroidery area is 7.5 cm × 7.5 cm.
• Thread & Colours: Must match official KZN Health colours using Pantone-matched thread.
• Quality Standard: Must comply with SANS 877 Type TA12 textile quality requirements.
• Condition: Items must be new, unused, and have a minimum shelf-life of six months upon delivery.
• Sizing Breakdown: Small (22), Medium (107), Large (128), X-Large (95), 2X-Large (57), 3X-Large (22), 4X-Large (3).
• Sample Submission: A physical sample is mandatory and will be retained if the bidder wins the contract.

Skills Requirements

• Proven capability in apparel sourcing or manufacturing with precision colour matching and high-quality embroidery services.
• Experience managing bulk garment orders across multiple sizes while maintaining consistent quality and sizing accuracy.
• Familiarity with South African National Standards (SANS 877) for textile durability and finish.
• Logistics and supply chain management expertise to ensure timely, all-inclusive delivery to remote or specified district locations.
• Proficiency in public sector procurement compliance, including accurate completion of mandatory returnable documents (SBD forms, B-BBEE affidavits/certificates, Central Supplier Database registration, and SARS tax compliance verification).

Notable Terms and Conditions

• 80/20 Preference Point System: Evaluation awards 80 points for price and 20 points exclusively for proving South African ownership. Full points are granted only upon submission of verifiable proof (e.g., shareholder records or ID documents). Missing proof results in zero points for this category but does not automatically disqualify the bid.
• Prime Interest Rate Penalty: Late delivery incurs daily financial penalties calculated using the current prime lending rate until goods are delivered, rather than a fixed contractual percentage.
• Performance Security: The successful bidder may be required to provide a bank guarantee or certified cheque within 30 days of contract award to guarantee fulfilment.
• Warranty Period: A 12-month warranty applies from delivery acceptance, or 18 months from shipment, whichever occurs first. Defective items must be repaired or replaced at the supplier's expense.