Objectives

The primary objective of this tender is to secure a reliable, cost-effective supply of compliant disposable cups for clinical and general use at Harry Gwala Regional Hospital. The procurement aligns with public sector supply chain management principles, emphasizing value for money, regulatory compliance, quality assurance, and socio-economic transformation through targeted preference points.

Scope

The contract encompasses a single, non-renewable supply of 200,000 disposable cups. Goods must be delivered to the hospital's designated facility, with all transportation and handling costs fully absorbed into the quoted price. The quotation validity period is 90 days, during which pricing must remain firm. The department reserves the right to accept or reject any quote, and late submissions will not be considered.

Technical Requirements

• Product Specifications: White, 250ml capacity, manufactured from polystyrene, designed exclusively for holding and drinking water.
• Condition & Shelf Life: Items must be brand new, unused, and free from manufacturing defects. Expired or second-hand products are strictly prohibited. All supplied goods must retain a minimum validity period of six months from the date of delivery.
• Standards & Compliance: Supplies must conform to applicable South African National Standards (SANS/SABS) and fully meet the attached specification document.
• Packaging: Delivered in individual units with standard commercial packaging capable of preventing damage, deterioration, or contamination during transit and storage.
• Documentation: Bidders must submit unaltered official quotation forms, complete all mandatory returnable documents (including SBD declarations, tax clearance certificates, and Central Supplier Database registration), and confirm compliance with all terms.
• Sample Verification: Physical samples may be requested from the top three scoring bidders to validate product conformity prior to contract award.

Skills Requirements

No specialized technical certifications or trade qualifications are mandated. However, bidders must demonstrate strong operational and administrative capabilities, including proficiency in public sector procurement compliance, accurate financial quoting, inventory management, and timely logistics execution. Suppliers must also possess the administrative capacity to navigate preferential procurement frameworks, submit verified BBBEE documentation, respond promptly to sample requests, and maintain records suitable for audit and inspection by the procuring institution.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A scoring methodology where 80 points are allocated for price competitiveness and 20 points for specific socio-economic goals. The lowest acceptable bid receives the maximum 80 price points; other bids are scored proportionally based on their deviation from the lowest price.
• Specific Goal (Black Women Ownership): Full allocation of the 20 preference points is reserved exclusively for enterprises that are at least 51% owned by Black women. Claiming these points requires submission of a sworn affidavit or valid BBBEE certificate.
• Cover-Quoting Prohibition: A strict anti-fraud measure prohibiting bidders from submitting multiple quotations through different company names to manipulate pricing or evaluation outcomes. Discovery results in immediate disqualification and potential legal action.
• Prime Interest Rate Penalty: A daily financial penalty applied for delayed deliveries, calculated using the prevailing prime lending rate until actual performance is completed. This clause ensures timely fulfillment without requiring contract termination.