Objectives

The primary objective of this tender is to procure durable, compliant brown envelopes for administrative and patient-related use at Grey’s Hospital. The procurement process aims to secure cost-effective supplies while strictly adhering to public sector supply chain management legislation, ensuring transparency, fairness, and alignment with provincial transformation targets through preferential procurement mechanisms.

Scope

The tender covers the supply of twenty (20) boxes of brown envelopes. Each box must contain five hundred (500) units. Although the advert title references A4, the detailed specification and evaluation criteria consistently mandate A5 dimensions (162 x 229 mm), which will govern the requirement. The quotation validity period is ninety (90) days, with no extended contract period indicated. Successful bidders are responsible for delivering all goods to Grey’s Hospital within the delivery timeframe stated in their submission. Pricing must be firm and inclusive of all delivery and handling costs.

Technical Requirements

• Product Specifications: Envelopes must be brown, A5 sized (162 x 229 mm), packaged in boxes of 500, and conform to applicable SANS/SABS standards where relevant.
• Quality & Condition: Goods must be new, unused, and valid for a minimum of six months upon delivery. Expired or second-hand items are strictly prohibited.
• Sample Submission: During evaluation, the highest-scoring compliant bidders will be contacted electronically to submit physical samples. A compulsory sample register must accompany submissions. Previous suppliers to the facility may substitute samples with copies of prior orders or invoices.
• Administrative Compliance: Bidders must submit fully completed official quotation forms (not retyped), SBD4 (Disclosure of Interest), SBD6.1 (Preference Points Claim Form), valid Central Supplier Database (CSD) registration, and SARS tax clearance verification.
• Pricing & Delivery: Quotes must state a firm price, include VAT if registered, and specify an exact delivery period. Late submissions will be rejected.

Skills Requirements

As this is a standard goods supply contract, no specialized technical or professional qualifications are mandated. Suppliers must demonstrate core commercial competencies, including reliable inventory sourcing, efficient logistics and delivery management, accurate financial quoting, and proficiency in completing mandatory public sector procurement documentation. Familiarity with preferential procurement reporting, sample submission protocols, and tax/CSD compliance processes is essential for successful execution.

Notable Terms & Conditions

• 80/20 Preference Point System: Evaluation allocates eighty points for price competitiveness and twenty points for specific socio-economic goals. Full points are awarded to enterprises at least fifty-one percent owned by Black people, supported by a verified BBBEE status level verification certificate or sworn affidavit.
• Prohibition of Cover-Quoting: Submitting multiple quotations through affiliated, linked, or overlapping entities is classified as procurement fraud. Verification will be conducted, and such bids will face immediate disqualification.
• Strict Form Integrity: Official quotation templates must not be altered or retyped. Any necessary corrections must be initialed by the bidder. Incomplete or improperly formatted submissions will be deemed non-responsive.
• Sample Compliance Mandate: Failure to provide requested samples or complete the sample register during the evaluation stage will automatically disqualify the bid, regardless of preliminary scoring.