Objectives

The primary objective of this procurement is to secure a reliable supplier for essential medical conductive gels required for diagnostic electrocardiogram (ECG) and emergency defibrillation procedures at Northdale Hospital. The tender aims to ensure uninterrupted clinical operations through the timely delivery of compliant, high-quality consumables while adhering to provincial health supply chain management protocols and national preferential procurement legislation.

Scope

This is a once-off supply contract covering the delivery of:

• 30 units of 250ml gel for defibrillator machines
• 30 units of 250ml gel for ECG machines

All goods must be delivered directly to Northdale Hospital in Pietermaritzburg. The quotation validity period is 90 days, and all delivery costs must be fully inclusive in the submitted price. The contract does not specify a fixed duration beyond the initial delivery, operating on a single-supply basis.

Technical Requirements

• Gels must be water-soluble, formulated strictly for external use, and hypoallergenic.
• Products must be new, unused, and carry a minimum remaining shelf life of six months from the date of delivery.
• Supplies must comply with applicable South African National Standards (SANS/SABS) where relevant.
• Bidders must formally confirm specification compliance on the official quotation form.
• The procuring institution reserves the right to request physical samples from shortlisted bidders for independent verification prior to final award.

Skills and Qualification Requirements

While the tender focuses on goods rather than professional services, bidders must demonstrate the following qualifications and compliance capabilities:

• Valid licence issued by the South African Health Products Regulatory Authority (SAHPRA) authorising the company to manufacture, wholesale, or distribute medical devices.
• Active and successfully verified registration on the National Treasury Central Supplier Database (CSD).
• Current tax clearance status, validated via a valid SARS PIN.
• Proof of Broad-Based Black Economic Empowerment (BBBEE) level or a sworn affidavit to qualify for preference points.
• Proven operational capacity to execute the once-off delivery within the stipulated timeframe, with no record of prior contractual defaults.

Key Contractual and Evaluation Notes

80/20 Preference Point System: Evaluation utilises an 80-point price criterion and 20 points allocated to specific socio-economic goals, primarily rewarding South African-owned enterprises. Bidders must submit supporting documentation to claim these points; failure to do so results in zero allocation for this category.

Sample Submission Stage: Uncommon for low-value quotations, this process includes a dedicated fifth evaluation stage. The top three scoring bidders will be contacted to submit physical samples. Only compliant samples will be accepted, and failure to provide them leads to disqualification or a fresh tender process.

Warranty and Penalties: Suppliers warrant all goods for 12 months post-delivery. Late deliveries incur daily financial penalties calculated at the prevailing prime interest rate. Persistent non-performance or fraudulent declarations may result in contract termination and a prohibition from doing business with the public sector for up to 10 years.

Strict Administrative Compliance: All mandatory returnable documents (SBD forms, CSD verification, SAHPRA licence, tax PIN) must be fully completed and submitted. Non-compliance at any evaluation stage results in immediate disqualification without further consideration.