Objectives

The primary objective is to secure a reliable, one-off supply of a nutritionally complete, amino acid-based powdered infant formula tailored for children aged 0 to 12 months. The procurement supports clinical nutrition needs at Port Shepstone Hospital while complying with provincial health supply chain protocols and national preferential procurement legislation.

Scope

The scope encompasses the supply and direct delivery of 96 units (400g tins each) of the specified infant formula to the Supply Chain Management department at Port Shepstone Hospital. Deliveries must be made during weekday office hours (07:30 to 15:00), excluding weekends and public holidays. The arrangement is a single, once-off contract with a 90-day quotation validity period.

Technical Requirements

• Product Type: Nutritionally complete, amino acid-based powdered formula exclusively formulated for infants aged 0–12 months.
• Nutritional Specifications: Must incorporate prebiotic features and deliver an energy density of 67 kcal/100 ml and 2.7 kcal/100 ml.
• Physical Characteristics: White powder packaged in 400g tins.
• Labeling Mandates: Each tin must clearly display batch/lot number, manufacturing and expiry dates, manufacturer name and contact details, recommended dietary allowance, full ingredient list, and allergen declarations.
• Shelf Life: Delivered stock must retain a minimum of six months of validity from the date of handover.
• Quality Certification: Products must conform to SABS/SANS standards or equivalent recognized certifications, with documentary proof submitted alongside the quotation.
• Sampling Protocol: Top-scoring bidders may be formally requested to submit physical samples within three working days for independent verification. Samples are retained if opened or utilized.

Skills & Compliance Requirements

• Regulatory Authorization: A valid licence issued by the South African Health Products Regulatory Authority (SAHPRA) permitting the manufacture, wholesale, or distribution of medical devices or pharmaceuticals.
• Proven Experience: Submission of at least one confirmed order and corresponding delivery note demonstrating prior successful supply to a public or private healthcare institution.
• Supplier Registration: Active, verified registration on the Central Suppliers Database (CSD) with up-to-date tax compliance status (SARS PIN/Tax Clearance Certificate).
• Corporate Documentation: Current CIPC registration documents and a valid B-BBEE status certificate or sworn affidavit (applicable to EMEs and QSEs).
• Mandatory Procurement Forms: Fully completed SBD4 (Bidder’s Disclosure), GCC, SCC, and SBD 6.1 (Preference Points Claim Form).
• Commercial Terms: Firm, all-inclusive pricing covering delivery costs, VAT compliance (if registered), and acceptance of standard government contract conditions.

Unusual or Complicated Terms Explained

• 80/20 Preference Point System: A scoring methodology where 80 points are allocated based on competitive pricing and 20 points are reserved for socio-economic transformation goals. In this tender, the full 20 points are dedicated to promoting South African-owned enterprises, requiring verifiable ownership documentation.
• SAHPRA Licensing: A mandatory regulatory permit in South Africa that ensures entities handling medical devices and pharmaceutical products meet rigorous safety, efficacy, and quality control standards before distribution in the healthcare sector.
• SABS/SANS Certification: Compliance with standards established by the South African Bureau of Standards, guaranteeing that supplied goods meet nationally recognized quality, safety, and testing benchmarks.
• Performance Security & Delay Penalties: The awarded supplier must furnish a performance guarantee (typically a bank guarantee) within 30 days of contract notification. Late deliveries incur daily financial penalties calculated at the prevailing prime interest rate. Repeated defaults or fraudulent bidding may result in contract cancellation and a prohibition from public sector contracts for up to ten years.