Tender Summary: Supply and Deliver Cleaning Items

Objectives

The primary objective is to procure a reliable, compliant supplier for a one-off provision of essential cleaning and hygiene materials to Ekombe Hospital. The tender aims to secure cost-effective, high-quality products that meet strict health and safety standards while supporting local economic development through preferential procurement policies.

Scope

The contract covers the supply and delivery of five specific cleaning items to the hospital's designated location:

• Pine Gel (5L): 200 units
• Air Freshener (180ml): 195 units
• Fabric Softener (25L): 19 units
• Powder Soap (10kg): 29 units
• Bleach (25L): 18 units

All delivery and transportation costs must be included in the quoted price. The quotation remains valid for 90 days, and the contract is structured as a single transaction rather than a recurring agreement.

Technical Requirements

Bidders must supply new, unused goods that strictly adhere to the chemical and physical specifications outlined in the annexures:

• Pine Gel: Translucent or green gel/paste, strong natural pine oil fragrance, pH 7–8, specific gravity 1.01 at 20°C, fully water-miscible, with a mandatory data sheet.
• Air Freshener: Neutral pH liquid (6.5–7.5), aerosol format yielding approximately 3,000 sprays per unit, composed of water, volatile solvents, and aromatic oils.
• Fabric Softener: SABS-approved, enhances linen softness and brightness, includes manufacturing and expiry dates, with a data sheet.
• Bleach: Contains 5%–9% sodium hypochlorite, pH 11.5–13.0, thick consistency, 12–24 month shelf life, with a data sheet.

All products must remain valid for a minimum of six months upon delivery. Pricing must be firm, VAT-inclusive where applicable, and submitted exclusively on official government quotation forms without retyping or alterations.

Skills and Compliance Requirements

No specialized trade certifications are mandated, but bidders must demonstrate:

• Administrative competence to complete mandatory returnable documents, including Central Supplier Database (CSD) registration, tax compliance verification, SBD disclosure forms, and preference point claim forms.
• Logistical and financial capacity to fulfill order volumes within stipulated delivery timeframes.
• Ability to provide verifiable proof of prior supply chain performance (e.g., supplier quotations, delivery notes) if quoted prices fall below market benchmarks.
• Readiness to submit physical product samples upon formal request during the evaluation phase.
• Familiarity with South African public procurement frameworks, including the Preferential Procurement Policy Framework Act and standard government contract conditions.

Unusual or Complicated Terms Explained

• 80/20 Preference Point System: Evaluation awards 80 points for competitive pricing and 20 points for socio-economic goals. Full points are granted to enterprises physically located within the hospital's operational catchment area to promote local business growth.
• Mandatory Sample Submission: After initial scoring, the top three bidders will be contacted to submit physical product samples. Only compliant samples qualify for contract award; failure may result in escalation to lower-ranked bidders or a full re-tender.
• Anti-Cover Quoting Clause: Submitting multiple bids under different company names for the same opportunity is classified as cover-quoting, constituting fraud and resulting in immediate disqualification and potential sector-wide trading restrictions.
• Prime Interest Rate Penalty: Delays in delivery incur financial penalties calculated daily at the current prime lending rate until fulfillment, alongside potential contract termination and supplier blacklisting provisions under standard government conditions.