Objectives

The primary objective of this tender is to procure and supply two new electronic vaccine storage refrigerators with integrated ice pack freezers to support cold chain management at Vryheid District Hospital Pharmacy. The procurement ensures reliable, compliant, and safe storage conditions for vaccines in alignment with national and international public health standards.

Scope

The contract encompasses the complete supply, delivery, and handover of two (2) units to the designated hospital facility. It is a one-off purchase requiring a two-year manufacturer warranty. The supplier must guarantee that all equipment is brand new, fully compliant with the attached technical annexure, and delivered with a minimum product validity of six months. All transportation and delivery costs must be factored into the quoted price, and the contract remains fixed upon award.

Technical Requirements

• International Cold Chain Component approved by the World Health Organization (WHO).
• Mandatory SAHPRA certification for medical/vaccine equipment.
• Dual cooling system featuring independent on/off switches for refrigerator and freezer compartments.
• Gross volumes: 288 litres (refrigerator) and 48 litres (freezer).
• Six internal shelves, solid door finish, and stainless steel inner liner.
• Precise temperature regulation maintaining +2°C to +8°C under 35°C ambient conditions.
• Integrated interior lighting, automatic defrost function, and secure door locking mechanism.
• Specified hold-over time capability to maintain safe temperatures during power outages.
• Physical dimensions: 1830 mm (H) × 820 mm (W) × 710 mm (D).
• Full compliance with the detailed specification annexure is compulsory; failure to confirm compliance results in disqualification.

Skills and Experience Requirements

• Proven track record demonstrated through submission of proof of previous deliveries (invoices or delivery notes).
• Valid SAHPRA certificate for the exact model offered.
• Documentation verifying Original Equipment Manufacturer (OEM) representation or authorised agency status.
• Administrative and financial capacity to honour a two-year warranty and comply with public sector contracting obligations.
• Active registration on the Central Suppliers Database (CSD), valid tax clearance status, and compliant Broad-Based Black Economic Empowerment (B-BBEE) documentation.
• Ability to successfully navigate the four-stage evaluation process, including administrative compliance, specification adherence, and preference point validation.

Key Terms and Clarifications

SAHPRA Approval: Regulatory clearance from the South African Health Products Regulatory Authority, mandatory for all medical and vaccine storage equipment sold in South Africa to ensure safety and efficacy.

WHO Prequalification: Indicates the refrigerator meets World Health Organization cold chain guidelines, guaranteeing reliability and performance standards required for immunisation programmes.

Hold-Over Time: The duration the unit can sustain required internal temperatures without electrical power, critical for uninterrupted vaccine storage during grid failures or load-shedding events.

80/20 Preference System: A procurement scoring model where 80 points are allocated for competitive pricing and 20 points for specific transformation goals. In this tender, full points are awarded to companies at least 51% owned by Black persons with disabilities.

SBD Documentation: Standard Bid Document forms required for legal disclosure, conflict of interest declaration, and preference claims. These forms must be completed exactly as provided; retyping or omitting sections renders the quotation invalid.