Objectives

The primary objective is to procure sponge off-cuts to support therapeutic activities within the Occupational Therapy department at Ekuhlengeni Psychiatric Hospital. The materials will specifically facilitate a medium-level occupational therapy programme centred on pillow making.

Scope

• Procurement Item: Supply and delivery of sponge off-cuts.
• Quantity: Two lots of 500kg each (total 1,000kg).
• Delivery Destination: Ekuhlengeni Psychiatric Hospital, Occupational Therapy Department.
• Contract Duration: Once-off supply and delivery.
• Quotation Validity: 90 days from the closing date.
• Evaluation Framework: Five-stage assessment covering administrative compliance, delivery capacity, specification adherence, pricing/preference points, and sample verification (sample stage noted as not applicable for this specific quote).

Technical Requirements

• Dimensions & Form: Sponge off-cuts must be pre-cut into rectangular and square pieces.
• Packaging: Supplied in standardized 500kg packs.
• Quality & Condition: Goods must be new, unused, and free from defects in design, material, or workmanship. Products must retain a minimum shelf life of six months upon delivery.
• Standards Compliance: Items must meet relevant SABS/SANS specifications. Bidders must formally confirm compliance on the official quotation form.
• Documentation: Mandatory submission of a current Central Supplier Database (CSD) report and a BBBEE status certificate or sworn affidavit.
• Delivery Terms: All freight, handling, and delivery costs must be bundled into the quoted price. Delivery must align with the schedule stipulated in the awarded contract.

Skills Requirements

No specialized clinical or engineering skills are mandated. Suppliers must demonstrate standard commercial and logistical competencies, including:

• Capability to source, process, and precisely cut industrial sponge materials to specified geometric dimensions.
• Logistical capacity to manage bulk deliveries (1,000kg) to a healthcare facility, including proper loading, transport, and unloading procedures.
• Administrative proficiency to accurately complete mandatory government procurement documentation and adhere to strict physical submission protocols.

Notable Terms & Conditions

Sponge Off-Cuts: Refers to surplus or scrap material generated during foam/sponge manufacturing. Rather than raw blocks, these are processed remnants repurposed for therapeutic pillow construction, requiring consistent cutting and uniform packaging.

80/20 Preferential Procurement Model: Evaluation uses an 80-point price-based scoring system and 20 points for socio-economic transformation goals. Full preference points are awarded to enterprises that are at least 51% owned by black South Africans.

Strict Submission Protocol: Quotations must be hand-delivered to the designated tender box before the closing time. Electronic submissions are explicitly rejected. Official forms must not be retyped; photocopies are permitted only with original handwritten signatures.

Performance & Remedies: Standard public sector contract conditions apply, including performance security obligations, penalty deductions calculated at the prime interest rate for late deliveries, and grounds for immediate termination in cases of non-compliance, fraud, or failure to meet specification thresholds.