Objectives

The primary objective of this tender is to procure high-quality, clinically appropriate absorbable cleaning sponges for routine use at Grey’s Hospital. The procurement process aims to secure a reliable, cost-effective once-off supply while adhering to national public sector procurement legislation, particularly the Preferential Procurement Policy Framework Act, which prioritises economic transformation through targeted preference points.

Scope

The contract encompasses the supply and delivery of 150 boxes of absorbable cleaning sponges, with each box containing ten units. Delivery must be made directly to Grey’s Hospital in Pietermaritzburg. This is a single-delivery, once-off contract with a quotation validity period of 90 days. All transportation and delivery costs must be fully incorporated into the quoted unit and total prices. The department reserves the right to accept or reject any quotation and may negotiate with shortlisted bidders if pricing is deemed non-market related.

Technical Requirements

• Products must be explicitly intended for clinical purposes and comply with the hospital’s approved specification form.
• Packaging must consist of boxes containing either ten or twelve units.
• All supplied goods must be brand new, unused, and free from manufacturing defects. Expired products will be automatically rejected; every item must retain a minimum shelf life of six months upon delivery.
• Bidders must confirm whether the product meets relevant South African National Standards (SANS/SABS) specifications.
• The procuring institution may request physical samples for quality verification. Previous successful suppliers may alternatively submit proof of prior delivery (order or invoice) instead of samples. All testing and sample-related costs are borne by the bidder.
• Quotations must be submitted using official, unaltered government forms. Forms cannot be retyped or redrafted; photocopies are permitted only if bearing original signatures.
• Late submissions will not be considered under any circumstances.

Skills Requirements

As this is a standard goods supply tender, no specialised professional or clinical skills are mandated. However, bidders must demonstrate core commercial and administrative competencies, including:

• Valid registration and active verification status on the Central Suppliers Database (CSD).
• Current tax compliance verified through the South African Revenue Service (SARS).
• Ability to accurately complete and submit mandatory Standard Bidding Documents (SBDs), including conflict-of-interest disclosures and preference claim forms.
• Logistical capacity to ensure timely delivery, proper packaging, and adherence to hospital receiving protocols.
• Familiarity with public sector contract management, including warranty enforcement, penalty calculations for delayed performance, and documentation requirements for tax invoicing.

Explanation of Unusual or Complicated Terms

• Absorbable Cleaning Sponge: Refers to medical-grade sponges engineered for clinical environments. These sponges safely absorb bodily fluids, antiseptics, or cleaning solutions without shedding fibres or leaving harmful residues, making them suitable for wound care, sterile field preparation, or clinical surface hygiene.
• 80/20 Preference Point System: A statutory procurement evaluation model where 80 points are awarded based on competitive pricing and 20 points are allocated for specific socio-economic goals. In this tender, the 20 points are exclusively for companies with at least 51% black ownership, supported by a valid BBBEE verification certificate or sworn affidavit.
• Performance Security & Warranty: Successful bidders must furnish a bank guarantee or certified cheque within 30 days of contract award. The supplier warrants all goods against design, material, or workmanship defects for 12 months after delivery or 18 months after shipment, whichever expires first.
• Delay Penalties: If delivery exceeds the agreed timeframe, the contract price will be reduced by an amount calculated at the current prime interest rate for each day of delay, reflecting standard public sector risk mitigation and accountability measures.