Tender Summary: Body Bag Supply

Objectives

The primary objective of this quotation is to procure a one-off supply of clinical body bags for Grey’s Hospital under the KwaZulu-Natal Department of Health. The procurement aims to secure compliant, high-quality disposable containment units for hospital mortuary and clinical operations while adhering to public sector procurement regulations, including preferential procurement policies and strict compliance frameworks.

Scope

The contract covers the delivery of body bags across three specified categories:

• Adult Body Bags: White, side-zip closure, extra-large dimensions (2200mm x 1000mm), 120-micron thickness. Quantity: 500 units.
• Baby/Small Body Bags: White, zip closure. Quantity: 60 units.
• Child/Infant Body Bags: White, zip closure. Quantity: 50 units.

The agreement is structured as a single-delivery, once-off contract. All goods must be delivered to Grey’s Hospital in Pietermaritzburg, with all transportation, handling, and insurance costs fully incorporated into the bidder’s quoted price. The quotation validity period is 90 days.

Technical Requirements

Bidders must ensure strict compliance with the following technical and operational specifications:

• Product Standards: All items must be new, unused, and conform to the stated dimensions, material thickness (120 microns for adult bags), and colour specifications. Exported or second-hand products are strictly prohibited.
• Shelf Life & Quality: Supplied goods must have a minimum remaining shelf life of six months upon delivery. Products must meet applicable South African National Standards (SANS/SABS) where applicable.
• Packaging & Delivery: Goods must be properly packaged to prevent damage during transit, clearly labelled with contents and quantity, and delivered within the timeframe specified by the hospital.
• Sample Submission: During Stage 3 evaluation, top-scoring bidders may be requested to submit physical samples for compliance verification. Failure to provide compliant samples when requested will result in disqualification.
• Documentation: Bidders must submit completed official quotation forms, including the Bidder’s Disclosure (SBD 4), General Conditions of Contract, Special Conditions of Contract, and the Preference Points Claim Form (SBD 6.1). Tax clearance verification via the Central Suppliers Database (CSD) is mandatory.

Skills Requirements

No specialised technical or professional skills are explicitly mandated for this supply contract. However, bidders must demonstrate:

• Logistical capability to source, package, and deliver medical/hospital consumables within stipulated timeframes.
• Administrative competence to accurately complete all mandatory government returnable documents and submit them before the closing deadline.
• Financial stability to manage a once-off bulk delivery without unauthorized subcontracting.
• Familiarity with public sector compliance requirements, including CSD registration, tax compliance status validation, and preferential procurement documentation.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A procurement evaluation model where 80 points are allocated based on price competitiveness and 20 points are awarded for specific socio-economic goals. In this tender, the 20 points are exclusively allocated to companies that are at least 51% owned by Black people.
• SBD 4 & SBD 6.1: Standard South African government forms. SBD 4 requires bidders to declare any personal or business relationships with Department of Health officials to prevent conflicts of interest. SBD 6.1 is used to claim preference points for designated goals, requiring proof such as a BBBEE verification certificate or sworn affidavit.
• CSD Registration: The Central Suppliers Database is the national repository for supplier information. Bidders must be registered and maintain a valid tax compliance status; failure to verify through the CSD results in automatic disqualification.
• Prime Interest Rate Penalty: A contractual penalty applied to delayed deliveries. If the supplier fails to deliver within the agreed period, the purchaser may deduct an amount calculated using the current prime interest rate for each day of delay until actual delivery.