Objectives

The primary objective is to secure a reliable, one-off supply of plain liquid hand soap for comprehensive hygiene use across all clinical and support areas of King Dinuzulu Hospital Complex. The procurement aims to ensure consistent availability of safe, compliant, and cost-effective hygiene products while aligning with provincial preferential procurement policies and public health standards.

Scope

The contract covers the supply of 3,000 units of 500ml hand wash soap. Delivery must be completed to the designated hospital facility within the timeframe stipulated upon award. The quotation validity period is 90 days, and all prices must remain firm throughout the contract duration. All transportation and delivery costs must be included in the quoted unit price.

Technical Requirements

• Formulation: Plain, non-antibacterial liquid soap that is strictly hypoallergenic and fragrance-free. Prohibited ingredients include antimicrobial agents, triclosan, synthetic perfumes, and added dyes.
• Packaging: 500ml disposable plastic bottles equipped with a functional pump-top mechanism.
• Dispenser Compatibility: Bottle dimensions and shape must seamlessly fit standard hospital elbow-operated wash dispenser holders.
• Labeling: Fully waterproof and chemical-resistant labels that remain legible under wet conditions. Labels must display the trade name, complete ingredient list, exact volume, safety data, usage/dilution instructions, and the manufacturer or distributor's physical address.
• Regulatory Compliance: Products must meet SANS 235/SANS 825, ISO 22716 (Cosmetics Good Manufacturing Practices), and NRCS directives.
• Mandatory Documentation: Material Safety Data Sheet (SDS), Certificate of Analysis (COA), Certificate of Acceptability, and an SABS-approved technical data sheet must accompany the quotation.
• Sample Submission: A physical product sample must be submitted alongside the quotation for technical evaluation.

Skills & Capacity Requirements

No specific professional certifications are mandated, but bidders must demonstrate proven operational capacity to manufacture or distribute regulated hygiene products in compliance with South African national standards. Suppliers must maintain robust quality assurance systems capable of producing batch-tested, compliant goods and accurately generating required regulatory documentation. Prior experience supplying similar goods to public sector entities is required, along with verified logistical capability to deliver the full quantity to the hospital site without delay or disruption.

Notable Terms & Conditions

Strict Administrative Evaluation: The procurement follows a rigid four-stage evaluation process. Immediate disqualification occurs if any mandatory returnable document is missing. The department will not request supplementary information to cure deficiencies.

Preferential Procurement System: An 80/20 scoring model applies (80 points for price, 20 points for specific goals). The 20 points are exclusively allocated to companies that are 100% owned by Black African women.

Product Freshness & Quality: Expired or second-hand products are strictly prohibited. All supplied items must retain a minimum shelf life of six months from the date of delivery.

Penalty & Default Clauses: Delayed delivery incurs financial penalties calculated using the current prime interest rate for each day of delay. The purchaser reserves the right to terminate the contract for default, procure substitute goods at the supplier's expense, or impose public sector trading restrictions for up to ten years in cases of fraud, corruption, or repeated non-performance.

Cover-Quoting Prohibition: Submitting multiple quotes through affiliated or interconnected companies to manipulate pricing or preference points is classified as cover-quoting, constituting both corruption and acquisition fraud, and results in immediate disqualification.