Objectives

The primary objective of this tender is to procure and deliver two thousand (2,000) adult female comfort packs to support patient welfare at a designated health nutrition facility in KwaZulu-Natal. The initiative aims to provide essential hygiene and personal care items that promote dignity, comfort, and basic wellness for adult female patients.

Scope

The contract covers a once-off supply, assembly, and delivery of standardized comfort packs. Each pack must contain precisely specified items, including polyester zipped bags, cotton face cloths, non-perfumed bath soap, toothpaste, medium toothbrushes, pocket tissues, roll-on deodorant for sensitive skin, sanitary pads, Vaseline, and female full panties distributed across four size categories (Small, Medium, Large, Extra-Large) with defined unit quantities per pack. Delivery must be executed to the prescribed location in Pietermaritzburg, with all transportation, handling, and incidental costs fully included in the quoted price. All supplied goods must be new, unused, and possess a minimum shelf-life validity of six months upon delivery.

Technical Requirements

• Strict compliance with the attached specification schedule detailing exact dimensions, material composition, weights, and item quantities per pack.
• Adherence to relevant South African National Standards (SANS/SABS) where applicable.
• Robust, weather-resistant packaging designed to prevent damage, deterioration, or contamination during transit and storage.
• Provision of physical product samples upon formal written request; failure to submit samples when requested results in immediate bid rejection.
• A warranty period of twelve (12) months from delivery acceptance or eighteen (18) months from shipment, whichever expires first, covering defects in design, materials, or workmanship.
• Mandatory administrative compliance, including valid Central Supplier Database (CSD) registration, SARS tax clearance status, certified company registration documents, and fully completed statutory returnable forms (SBD 4, SBD 6.1, GCC, and SCC).
• Evaluation utilizes an 80/20 preference point system: 80 points allocated to competitive pricing and 20 points to specific socio-economic transformation goals.

Skills Requirements

No specialized professional certifications, engineering qualifications, or technical licenses are mandated. Bidders must demonstrate operational competence in sourcing regulated consumer goods, quality assurance, inventory management, and last-mile logistics within South Africa. Proficiency in public sector procurement compliance, financial documentation, and timely delivery execution is essential. Prior experience supplying healthcare institutions or government facilities is advantageous but not compulsory.

Key Terms and Conditions

• 80/20 Preference Point System: A standardized procurement evaluation model where 80 points are awarded based on the lowest compliant price and 20 points are allocated for meeting specific transformation goals. In this tender, full points are reserved for enterprises that are 100% owned by Black African women.
• Cover-Quoting: The prohibited practice of submitting multiple quotations under different company names or structures to manipulate pricing, gain unfair advantage, or circumvent procurement rules. Verification systems actively detect this, and confirmed cases result in immediate disqualification and potential restriction from public sector contracts.
• General and Special Conditions of Contract (GCC/SCC): Legally binding frameworks that govern supplier obligations, payment terms (settled within 30 days of valid invoice submission), penalty calculations for delayed delivery (based on the current prime interest rate), termination rights, force majeure provisions, and dispute resolution pathways.
• Domicilium Citandi et Executandi: A legal term referring to the officially registered address where all contractual notices, correspondence, and legal documents must be served throughout the duration of the agreement. Bidders must formally notify the department of any changes to this address.