Supply, delivery, installation, and commissioning of four cartridge-based blood gas analysers for red cross war memorial children’s hospital

SCM enquiries: Mr. G Engelbrecht. Email: [email protected].

Technical enquiries: Ms. L Randall. Email: [email protected].

Submission address: Red Cross War Memorial Children’s Hospital, Supply Chain Management, Room 1C, Administration Building, Klipfontein Road, Rondebosch, 7700 OR Bid Box in the foyer, Administrative Building, Main Entrance, Red Cross War Memorial Children’s Hospital, Klipfontein Road, Rondebosch, 7700.

CSD registration support: [email protected].

SAHPRA enquiries: Andrea Julsing. Phone: 012 395 9473. Email: [email protected].

Submit bids in a sealed envelope to: Red Cross War Memorial Children’s Hospital, Supply Chain Management, Room 1C, Administration Building, Klipfontein Road, Rondebosch, 7700 OR deposit in the bid box in the foyer of the Administrative Building, Main Entrance, Red Cross War Memorial Children’s Hospital, Klipfontein Road, Rondebosch, 7700. Bid box accessible Monday to Friday, 07h30–15h30 (excluding public holidays).

Requirements:

• Use official bid forms (do not re-type). Only original, signed documents accepted.
• Envelope must include: bidder’s name/address, bid number (RCCH21/2025), and closing date.
• Submit hard copy only. No faxed/emailed submissions unless formally specified.
• Bids must remain valid for 60 calendar days from closing date.
• Late bids will not be accepted. Bidders are solely responsible for timely delivery.
• Include a written declaration confirming the bid is a true, complete copy with all annexures.
• Each page must be consecutively numbered. Preserve original document numbering.
• Label multi-volume bids clearly (e.g., "Volume 1").
• Non-compliance with format, labeling, or delivery requirements may disqualify the bid.

Disqualification risks:

• Failure to complete/sign WCBD1 (Parts A and B), certificates, questionnaires, or specification forms.
• Missing or incomplete mandatory documents (e.g., OHS Act Section 37(2) Agreement, WCBD3.1, WCBD4, WCBD6.1, SAHPRA certificate, B-BBEE certificate/affidavit).
• Vague, contradictory, or unsupported responses.

Clarifications: Submit written technical/specification enquiries via email to [email protected] no later than 14 working days before closing date. Responses issued via addendum to all bidders.

Evaluation method: 80/20 Preferential Procurement Point System (80 points for price, 20 points for B-BBEE).

Acceptability criteria:

• Compliance with Condition and Legitimacy Test.
• Registration on Central Supplier Database (CSD).
• Compliance with technical specifications (e.g., parameters, sample volume, calibration, uptime).
• Compliance with latent and other factors affecting the award.

Preference points:

• Only bids deemed acceptable will be allocated preference points.
• B-BBEE status reflected on WCBD6.1 form applies (not CSD status). Submit valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) with WCBD6.1 to qualify.
• Complete WCBD4 form and include in bid.

Additional notes:

• Tax compliance status verified via CSD-SARS integration. Non-compliant bidders get 7 working days to resolve.
• Foreign bidders: Must comply with SAHPRA and other local regulations if applicable.

Scope: Supply, delivery, installation, demonstration, and commissioning of four (4) cartridge-based blood gas analysers for a three-year placement period at Red Cross War Memorial Children’s Hospital.

Equipment requirements:

• Desktop model (not handheld/mobile) with printing capability (integrated or external/network).
• Must include: Blood Gas Analyser, UPS, power supply.
• UPS specifications: Dedicated earth plug, 220V 50Hz operation, minimum 2-hour backup power, replacement within 24 hours if faulty.

Functional specifications:

• Parameters: pH, pCO2, pO2 (with derived calculations), Hb Saturation, Na, K, Cl, Ionized Ca, Glucose, Lactate, MetHB, HCT, CarboxyHb.
• Ability to select required parameters per specimen.
• Sample volume: ≤0.3 ml per test. Supports syringe and capillary tube samples.
• Calibration: Automated, with results recorded/monitored. Max time: 4 minutes (one-point), 10 minutes (two-point).
• Cartridge status: Display remaining test capacity and expiry information.
• User access: Individual accounts with unique usernames/passwords.
• Memory: Store 6 months of blood gas results.
• Barcode scanner for patient information.
• Display: Clear, easy-to-read screen for clinical lighting conditions. Touch-screen or equivalent interface.
• Usability: Simple sample introduction, ease of operation for testing/calibration/QC.

Integration:

• Must integrate with existing ICU clinical information systems (e.g., Philips ICCA). Automatic transmission of results to central database without manual intervention.

Consumables:

• Must comply with or exceed minimum performance specifications. Provide factory-supplied product specs/brochures/samples.
• Spare cartridges: Always maintain 3 spares (one per department).
• Expiry period: Minimum 6 months.

Service levels:

• Technician onsite within 4 hours of fault reporting.
• Replacement unit within 2 hours of technician arrival if fault cannot be rectified.
• Full service restoration within 6 hours of fault reporting.
• Uptime: Minimum 98% per week (excludes scheduled maintenance/calibration).
• Post-cartridge replacement: Full operational readiness within 2 hours.
• Maintenance: Follow manufacturer’s plan. Submit detailed maintenance/support plan with bid.
• Response time and turnaround time for repairs must meet specified service levels.

Training:

• Comprehensive training for User Department and Clinical Engineering staff at no extra cost.
• Cover: Equipment use, cleaning/disinfecting, patient/staff safety, daily maintenance, basic troubleshooting.
• Ongoing user support for new features at no additional cost.
• Communicate software upgrades/changes to Clinical Technology staff prior to implementation.

Maintenance:

• Bidder responsible for all repairs, maintenance, and troubleshooting for 36 months.
• Clinical Engineering Technicians may observe installation.
• Remote access for interventions/upgrades permitted with prior notification and hospital approval. All remote actions logged.
• Provide list of consumable/non-consumable items required for operation and maintenance.
• Total cost per specimen must be detailed for estimated sample volumes (50–800/month).

Safety:

• Compliance with international medical device standards (e.g., ISO, CE, IEC). Provide proof.
• SAHPRA registration: Valid certified copy of SAHPRA certificate (manufacturer/distributor/wholesaler) required. MCC certificate may be accepted. Proof of application not accepted.
• Compliance with all Health and Safety standards, including child-specific regulations.

Delivery/installation:

• Deliver to Main Stores at Red Cross War Memorial Hospital by specified date.
• Install, test, calibrate, commission, and demonstrate equipment at hospital premises.
• Equipment remains bidder’s property for contract duration. Remove at own cost upon expiry/termination.
• All delivery/installation/commissioning/demonstration costs included in bid price.

Penalties:

• 5% of monthly maintenance fee deducted for every 2% unscheduled downtime exceeded.
• 5% of monthly maintenance fee deducted for every 5% scheduled downtime exceeded.
• Penalties apply per Service Level Agreement.

Optional accessories: Provide description and pricing for all optional accessories, including remote access capability for Clinical Technology staff.

Pricing format:

• Submit firm prices in Rand (ZAR), inclusive of VAT. Non-firm prices (e.g., subject to exchange rate variations) will not be considered.
• Pricing schedule must cover all costs for supply, delivery, installation, demonstration, commissioning, and operational placement.
• Bid price must include all applicable taxes (VAT, import duties, PAYE, UIF, SDL).
• Prices must remain valid for minimum 60 days from closing date.

Cost breakdown required for:

• Blood gas analyser units (per machine).
• Consumables (per unit, per month, per year).
• Total cost per annum and for the three-year period.
• Separate pricing for optional accessories/upgrades.

Payment terms:

• Payment via EFT within 30 days of receipt of valid, correct invoice.
• Successful bidders must provide banking details for registration on LOGIS, BAS, and CSD systems.

Bond/guarantee requirements: None explicitly stated in the document.

Note: Estimated usage quantities are indicative. Hospital reserves the right to adjust quantities or request additional machine placements based on clinical need.

Mandatory registrations/certifications:

• Central Supplier Database (CSD): Bidders must be registered at time of bid closing. Unregistered bidders must register before bidding. Provide MAAA number and CSD report if already registered.
• Tax Compliance: Must be verified via CSD-SARS integration. Submit SARS PIN or TCS certificate (printed or via e-filing). Non-compliant bidders get 7 working days to resolve status. Consortia/joint ventures: Each party must submit separate TCS certificate and CSD number.
• SAHPRA: Valid certified copy of SAHPRA certificate (manufacturer/distributor/wholesaler of medical devices) required. Medicines Control Council (MCC) certificate may be accepted. Proof of application not sufficient.
• B-BBEE: Submit valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) with WCBD6.1 to qualify for preference points. Only WCBD6.1 status applies (not CSD status). Complete WCBD4 form and include in bid.
• OHS Act Section 37(2) Agreement: Mandatory submission of duly completed and signed agreement. Failure to submit renders bid non-responsive.
• COID Act: Must be registered with Compensation Commissioner. Provide COID registration number or proof of insurance with a licensed compensation insurer.

Exclusions:

• No bids accepted from persons in the service of the state, or companies/CCs with directors/members in the service of the state.

Additional notes:

• Foreign bidders: Must answer questionnaire if acting as representative in SA or supplying goods/services. If no SA presence (no residency, branch, permanent establishment, income source, or tax liability), no SARS TCS PIN required.
• All mandatory CSD requirements (e.g., TCC, tax compliance) must be valid at time of award. Expired documents may lead to suspension on WCSEB.
• Western Cape Supplier Evidence Bank (WCSEB) registration may be required for future business with Western Cape Government.