Tender Summary: Comfort Packs

Objectives

The primary objective is to secure a reliable supplier capable of procuring, assembling, and delivering standardized female hygiene and comfort kits to support healthcare operations within the KwaZulu-Natal Department of Health.

Scope

This is a once-off supply contract for two thousand (2,000) adult female comfort packs. The successful bidder will be responsible for sourcing all components, packaging them into uniform kits, and delivering them to designated healthcare facilities in the Natalia/Pietermaritzburg region. The contract operates on a fixed-price basis with a ninety-day quotation validity period. Evaluation follows a three-stage process focusing on administrative compliance, product specification adherence, and a combined price and socio-economic preference scoring system.

Technical Requirements

• Kit Composition: Each pack must contain precisely specified items: zipped polyester bags (30×42 cm), cotton face cloths (30×50 cm), non-perfumed bath soap (150 g), toothpaste (100 ml), medium toothbrushes, small pocket tissues, zero-sensitive skin roll-on deodorant (50 ml), assorted female full panties (800 Small, 600 Medium, 400 Large, 400 Extra-Large), Vaseline Blue Seal Original (450 ml), and ten-pack sanitary pads (Medium/Regular).
• Quality & Shelf Life: All goods must be new, unused, and compliant with applicable South African National Standards (SANS/SABS). Products must retain a minimum validity period of six months from the date of delivery.
• Packaging & Logistics: Items must be securely packed to withstand transit conditions. Delivery must be all-inclusive, with the supplier bearing all transport, insurance, and risk costs until acceptance at the destination.
• Documentation & Compliance: Bidders must submit completed official quotation forms, SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points Claim), company registration documents, Central Supplier Database (CSD) verification, SARS tax clearance proof, and B-BBEE status certificates.
• Sample Verification: The procuring institution reserves the right to request physical samples for scrutiny. Failure to provide samples when requested will result in immediate disqualification.

Skills Requirements

No specialized technical or professional qualifications are mandated. However, bidders must demonstrate:

• Operational capacity to source, quality-check, and assemble multi-item consumer goods according to strict dimensional and material specifications.
• Reliable warehousing, packaging, and last-mile distribution capabilities to fulfill bulk orders across multiple healthcare sites within agreed timeframes.
• Proficiency in public sector procurement compliance, including accurate completion of mandatory returnable documents, tax validation, and adherence to preferential procurement frameworks.

Explanation of Unusual or Complicated Terms

• Comfort Packs: Pre-assembled hygiene kits containing personal care, clothing, and sanitary products. They are routinely distributed in public health facilities to ensure patients receive essential daily-use items upon admission, discharge, or during extended stays.
• 80/20 Preference Point System: A South African public procurement scoring methodology where 80 points are allocated for competitive pricing and 20 points for socio-economic transformation goals. Full preference points are awarded exclusively to enterprises that are 100% owned by Black African women.
• CSD & Tax Clearance: Mandatory government registers used to verify a supplier’s legal existence, tax compliance, and eligibility to conduct business with state entities. Non-compliance results in automatic disqualification.
• Performance Penalties & Restriction Clauses: Late deliveries incur financial deductions calculated at the current prime interest rate per day. Engaging in corrupt practices, collusive bidding, or repeated default may result in a temporary prohibition from public sector contracts for up to ten years.