Objectives

The primary objective is to procure and deliver high-quality thermal labels specifically designed for pharmacy operations at Grey’s Hospital. The procurement aims to ensure an uninterrupted supply of compliant labeling materials for printing medication details, patient information, and usage directions, adhering to regulatory standards while maximizing value through competitive pricing and transformation preferences.

Scope

The tender covers the supply and delivery of 240 rolls of thermal labels directly to Grey’s Hospital. The quotation validity period is 90 days, with no specified contract duration, indicating a single-delivery or short-term supply arrangement. All delivery costs must be included in the quoted price. The procuring entity reserves the right to negotiate prices if deemed excessive and is not obligated to accept the lowest or any specific quotation, provided it meets compliance requirements.

Technical Requirements

• Product Specifications: White thermal labels in roll format, measuring 75 x 50 mm per label, with 1,000 labels per roll. Labels must be perforated, feature a matte finish, and operate without requiring ribbon.
• Quality & Condition: Goods must be new, unused, and represent current models. Expired or second-hand products are strictly prohibited. All supplied items must retain a minimum shelf life of six months from the date of delivery.
• Documentation & Compliance: Bidders must submit fully completed official quotation forms, General Conditions of Contract (GCC), Special Conditions of Contract (SCC), Bidder's Disclosure (SBD4), Preference Points Claim Form (SBD6.1), and specification forms. Central Supplier Database (CSD) registration and valid tax clearance status are mandatory. VAT-registered bidders must clearly indicate VAT at 15%; non-VAT vendors must mark accordingly.
• Sample Submission Protocol: A physical sample is required. Following initial evaluation, the top three scoring bidders may be contacted to submit samples for testing. Testing costs are borne by the bidder. Non-compliant samples result in immediate disqualification. Previous successful suppliers to the hospital may be exempted from sample submission if they provide verifiable proof of prior orders or invoices.
• Evaluation Process: A four-stage peremptory evaluation applies: (1) Administrative and mandatory compliance, (2) Specification compliance, (3) Objective criteria (sample testing), and (4) Price and preference points allocation. Failure at any stage renders the quotation non-responsive.

Skills Requirements

No specialized professional qualifications or technical skills are explicitly mandated. The requirement focuses on standard commercial and logistical capabilities, including inventory management, quality assurance, timely delivery, accurate documentation, and familiarity with public sector procurement regulations. Suppliers must demonstrate operational capacity to fulfill the order within agreed timeframes and maintain consistent product quality throughout the supply chain.

Notable Terms & Conditions

Preference Points System (80/20 Model): Scoring allocates 80 points for price competitiveness and 20 points for specific transformation goals. Full points are awarded to companies at least 51% owned by Black people, supported by a verified BBBEE status level verification certificate or sworn affidavit. Failure to submit proof results in zero points for this category but does not cause disqualification.

Penalty & Delay Clauses: Late delivery incurs financial penalties calculated using the current prime interest rate per day of delay. Extended delays allow the purchaser to substitute goods at the supplier's expense or terminate the contract and claim damages.

Anti-Collusion & Disclosure Obligations: Bidders must declare any personal or business relationships with Department of Health officials. Failure to disclose constitutes a false declaration and grounds for disqualification. Collusive bidding practices may trigger reporting to the Competition Commission and potential ten-year trading restrictions.

Contract Termination & Restriction Penalties: The purchaser may terminate the contract for default, insolvency, or corrupt/fraudulent practices. Terminated suppliers may face restriction penalties prohibiting public sector engagement for up to ten years, subject to procedural fairness and notification requirements.