Objectives

The primary objective is to procure a reliable, compliant supplier for a one-off provision of 5-litre distilled water to support clinical and operational functions at Charles Johnson Memorial Hospital. The procurement aims to secure competitive pricing while ensuring strict adherence to provincial health supply chain regulations, quality standards, and socio-economic empowerment targets.

Scope

The tender covers the Supply and Delivery (S & D) of ten (10) units of 5-litre distilled water. This is a once-off contract with a quotation validity period of ninety (90) days. The scope is limited to product provision and logistics; it does not include installation, maintenance, or ancillary services. All delivery costs to the hospital must be included in the quoted price. The contract is subject to standard government general and special conditions, with strict penalties for late delivery and termination clauses for non-performance or misconduct.

Technical Requirements

• Products must be new, unused, and free from manufacturing defects, conforming to recent design and material standards.
• Supplied goods must retain a minimum shelf life of six months from the date of delivery.
• Items must comply with applicable South African National Standards (SANS/SABS) for distilled/potable water.
• Bidders must formally confirm compliance with the attached specification document.
• All delivery expenses must be factored into the unit price; separate pricing schedules are required if multiple delivery points apply.
• While initial documentation states no samples are required, the evaluation process reserves the right to request physical samples from the top three scoring bidders for independent verification.
• Quotations must be submitted on official, unaltered forms using original signatures; correcting fluid or retyped forms are prohibited.

Skills and Experience Requirements

• Demonstrated capacity to supply healthcare facilities, evidenced by at least one verifiable order and invoice from either the public or private health sector.
• Active registration and successful verification on the Central Suppliers Database (CSD).
• Valid Broad-Based Black Economic Empowerment (B-BBEE) status verification certificate or sworn affidavit (mandatory for Exempt Micro Enterprises and Qualifying Small Enterprises).
• Up-to-date tax compliance status, validated via a SARS PIN or tax clearance certificate.
• Ability to complete mandatory Standard Bid Documentation (SBD) forms, including conflict-of-interest disclosures and preference point claims.
• Clean performance history; bidders with documented defaults or unexplained delivery failures will be disqualified.

Key Terms and Conditions

80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points to specific socio-economic goals, specifically prioritising fully South African-owned enterprises. Points are calculated using a statutory formula that rewards bids closer to the lowest acceptable price.

Standard Bid Documentation (SBD) Forms: Government-mandated forms (SBD4 and SBD6.1) require exhaustive disclosure of director/shareholder ties to state employees and formal claims for empowerment points. Incomplete or falsified submissions result in automatic disqualification.

Prime Interest Rate Penalty Clause: Any delay beyond the agreed delivery period triggers daily financial penalties calculated at the prevailing prime interest rate. The purchaser retains the right to source substitutes, cancel the contract, or claim damages.

Anti-Cover Quoting Policy: Strict enforcement against collusive bidding; bidders submitting multiple quotes through affiliated or overlapping entities face immediate disqualification and potential sector-wide trading restrictions.

SAHPRA Licensing Note: Although listed under mandatory requirements, the document explicitly marks the South African Health Products Regulatory Authority licence as non-returnable for this specific quotation. Bidders should verify whether licensing applies to their specific supply chain but understand it is not a current submission requirement.