Objectives

The primary objective is to appoint a qualified supplier panel to deliver office refreshments and groceries to Onderstepoort Biological Products Ltd on a recurring monthly basis. The initiative aims to secure cost-effective supply while strictly adhering to national preferential procurement legislation designed to advance economic transformation and support historically disadvantaged groups.

Scope

The successful panelist will supply a standardized range of office consumables and food/beverage items upon receipt of monthly electronic grocery lists. Required items include:

• Paper serviettes, assorted biscuits, and rusks
• Ground coffee, instant freeze-dried coffee, and decaffeinated instant coffee
• Black pepper, salt, and sweetener sticks
• Still and sparkling bottled water
• Milk powder, various packaged sugars (white and brown in multiple pack sizes), and rooibos/standard tea bags
• Cartons of low-fat and full-cream milk

Orders are issued monthly via email, and suppliers must respond within stipulated deadlines with formal quotations matching the provided bill of quantities.

Technical Requirements

• Submission of three valid reference letters confirming prior supply and delivery of office refreshments (references must not exceed twelve months in age).
• Completion and signing of the SBD4 Bidder’s Disclosure form, certifying transparency, absence of state employee conflicts, and non-collusion with competitors.
• Provision of a valid Broad-Based Black Economic Empowerment (B-BBEE) verification certificate or an authorized sworn affidavit.
• All quotations must be submitted exclusively in PDF format; Word or Excel files will be rejected.
• Compliance with the Government Procurement General Conditions of Contract (July 2010).
• Failure to submit mandatory documentation results in immediate disqualification.

Skills & Operational Requirements

While no formal professional certifications are mandated, suppliers must demonstrate robust supply chain management capabilities, including reliable logistics, inventory readiness, and strict adherence to delivery timelines. Providers must possess the administrative capacity to accurately interpret monthly grocery lists, generate compliant financial quotations rapidly, and maintain consistent product quality and food safety standards. Experience in corporate bulk provisioning and familiarity with public sector procurement compliance is essential.

Key Terms & Evaluation Framework

80/20 Preference Point System: Bids are evaluated using a weighted scoring model allocating 80% of points to price competitiveness and 20% to specific socio-economic goals. Price points are calculated using a formula where the lowest acceptable tender receives maximum points, and other bids are scored proportionally.

Specific Goals Allocation: Up to 20 points are awarded for verified B-BBEE status demonstrating at least 51% black ownership (10 points), 30% women ownership (8 points), or documented disability ownership (2 points). Missing proof results in zero points for these categories.

Panel & Monthly Issuance Model: Suppliers are pre-qualified onto a vendor panel. Actual procurement occurs through monthly email-based grocery requests, with individual purchase orders awarded to the highest-scoring responsive panelist per cycle.

SBD Forms: Standard South African procurement declarations used to verify bidder eligibility, disclose conflicts of interest, and formally claim transformation preference points in accordance with the Preferential Procurement Policy Framework Act.