Objectives

The primary objective is to procure a reliable, compliant supplier for a one-off provision of high-quality paper toilet rolls to support sanitation operations at King Dinuzulu Hospital Complex under the KwaZulu-Natal Department of Health. The procurement prioritizes cost-effectiveness, product durability, adherence to national health and safety standards, and alignment with government preferential procurement policies aimed at supporting local economic development.

Scope

The contract covers the supply and delivery of 840 bales, equating to 40,320 individual toilet rolls. This is a once-off transaction with a quotation validity period of 90 days. The successful bidder is responsible for transporting all goods to the designated hospital facility, with all delivery, handling, and insurance costs fully incorporated into the quoted price. The scope excludes recurring deliveries, installation, or ancillary services, focusing exclusively on timely fulfillment of the specified quantity.

Technical Requirements

• Material & Construction: 100% virgin pulp paper, 1-ply configuration.
• Dimensions & Weight: 100 mm width × 110 mm length per sheet; 17–19 GSM grammage; 500 sheets per roll; roll diameter between 103–105 mm.
• Performance & Safety: Soft, highly absorbent, perforated for clean tearing, and rapidly degradable in standard sewage/septic systems.
• Packaging: 48 rolls securely packed per bale, wrapped in heavy-duty polythene to prevent moisture ingress and damage, with clear labeling indicating manufacturer details, ply count, and sheet quantity.
• Compliance & Certification: Must hold SABS certification or equivalent regional standard verification, manufactured under ISO quality management systems, and carry a minimum six-month shelf life upon delivery. Used or second-hand products are strictly prohibited.
• Sampling: Physical samples must accompany the initial quotation. Post-evaluation, the top three scoring bidders may be formally requested to submit additional samples for final verification.

Skills & Capacity Requirements

• Proven Delivery Capacity: Submission of valid proof of at least two previous successful deliveries of similar goods to any organ of state across all spheres of government.
• Administrative & Compliance Proficiency: Ability to accurately complete mandatory returnable documents, including SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points Claim Form), updated CIPC registration documents, B-BBEE status certificate or sworn affidavit, and Central Suppliers Database (CSD) compliance reports.
• Financial & Operational Readiness: Capacity to maintain active SARS tax clearance, issue compliant tax invoices, provide performance security within 30 days of contract award, and execute deliveries within agreed timeframes without unauthorized subcontracting.
• Documentation Discipline: Strict adherence to formatting rules, including using unaltered official forms, providing original signatures, prohibiting correcting fluid, and initialing any necessary amendments.

Notable Terms & Conditions

80/20 Preference Point System: Evaluation allocates 80 points for competitive pricing and 20 points for specific socio-economic goals. The full 20 points are reserved for enterprises that are majority South African-owned, verified through CIPC ownership certificates and CSD data. Failure to submit proof results in zero points for this category but does not cause disqualification.

Cover-Quoting Prohibition: The department conducts automated and manual checks to identify whether multiple companies linked to the same entity are submitting competing quotes for this tender. Such practices constitute fraud and result in immediate disqualification and potential legal action.

Delay Penalties & Termination Clauses: Late deliveries incur daily financial penalties calculated at the current prime interest rate against the delayed portion’s value. Persistent default, corruption, or specification non-compliance permits the purchaser to terminate the contract, claim excess replacement costs, and impose a public sector trading restriction of up to ten years.

Sample-Driven Responsiveness: Physical sample submission is a mandatory responsiveness criterion. Bids lacking samples are automatically rejected. Even compliant bids may face secondary sample testing if they rank among the top scorers, ensuring final product conformity before contract execution.