Supply and delivery of fresh fruit and vegetables to red cross war memorial children’s hospital (3‑year contract)

Bids department email: [email protected]. Technical enquiries: Ms Shanice October (telephone not provided). Procurement enquiries: Ms M. Coetzee (telephone not provided). No phone numbers or physical mailing address beyond the bid box location are listed.

• Submit ONE hard‑copy bid in a sealed envelope clearly marked: BID NUMBER RCCH22/2025, DESCRIPTION Supply and Delivery of fresh fruit and vegetables, CLOSING DATE 20 FEBRUARY 2026, CLOSING TIME 11:00 AM, NAME OF BIDDING COMPANY.
• Deliver the envelope to the official bid box at the Procurement Office, Red Cross War Memorial Children’s Hospital, Fo​yer, Administration Building, Corner Milner Road & Klipfontein Road, Rondebosch, 7700.
• Bids must be received before 11:00 AM on 20 Feb 2026; late submissions are rejected.
• No fax, email or electronic bids will be accepted unless expressly permitted in writing.
• Use the official bid forms supplied – do NOT re‑type the forms.
• All pages must be consecutively numbered; original numbering must be preserved.
• Include a cover page, table of contents, completed pricing schedule, all required declarations (WCBD4, WCBD6.1, etc.), and signatures of an authorised signatory with proof of authority (e.g., company resolution).
• Attach the required certificates (CSD number, Tax Clearance Certificate/TCS PIN, B‑BEE certificate, COA, Halal, HACCP, etc.).
• Bids remain valid for at least 60 calendar days from the closing date.
• Failure to follow the format, labeling, or to provide any required returnable document may lead to disqualification.

Stage 1 – Administrative compliance: check CSD registration, submission before deadline, complete documentation, required certificates, signed contract form (WCBD7). Failure at this stage = disqualification. Stage 2 – Sample evaluation: compliant bidders must provide 0.5 kg samples of each listed fruit and vegetable (notification at least 7 working days before sample deadline). Samples judged on quality; average score ≥ 2 (out of 3) required to proceed. Stage 3 – Preferential procurement/price: 80 points allocated to price (firm, VAT‑inclusive) and 20 points to preference criteria (B‑BEE level, local enterprise, historically disadvantaged ownership). Highest total points = award. Scoring key: 3 = Good, 2 = Fair, 1 = Poor. Non‑compliance with any mandatory requirement results in exclusion.

Scope: supply and deliver fresh fruits and vegetables to Red Cross War Memorial Children’s Hospital for three years. Quantities are estimated (e.g., 1 800 kg beetroot, 1 200 kg cabbage, 18 00 kg carrots, etc.) and may be varied by the hospital. Quality standards are detailed for each item (size, packaging, condition, no damage, specific cultivars). Deliveries: Monday‑Friday, 07:30‑12:00 or 14:00‑16:00, at least once a week; weekly volumes set by the Food Services Department; no deviation without request. Vehicles must be clean, sanitized, temperature‑controlled where required, have a valid Certificate of Acceptability (COA) and be marked for food transport only. Regulatory compliance: Foodstuffs, Cosmetics and Disinfectants Act, OHSA, National Health Act, Consumer Protection Act, Agricultural Product Standards Act, Legal Metrology Act, SANS 289, SANS 458, National Treasury Regulations, Preferential Procurement Regulations, municipal health/food safety rules. Food safety: valid HACCP certificate (or proof that all subcontractors are HACCP‑certified), periodic SANAS‑accredited laboratory testing (bacterial count, E. coli, Salmonella, Listeria). Additional certificates: Halal, COA, traceability and recall procedures, site audit compliance.

Pricing must be firm, VAT‑inclusive and expressed in Rand. Prices must be valid for at least 60 days from the closing date. Payment: monthly, first payment 45‑60 days after contract start, subsequent payments within 30 days of invoice submission. No bond or guarantee is mentioned in the document. All invoices must clearly separate zero‑rated items (fresh fruit/veg) from standard‑rated items per VAT Act Section 11(3).

• Register on the Central Supplier Database (CSD) and provide CSD number.
• Provide a valid Tax Clearance Certificate (TCC 003) or Tax Compliance Status (TCS) PIN; each consortium/joint‑venture party must submit its own certificate.
• Provide B‑BEE certificate (level and verification) to claim preference points.
• Submit Food Certificate of Acceptability (COA) and Halal certificate where applicable.
• Provide HACCP certificate (or proof of HACCP compliance for all subcontractors).
• Comply with all listed legislation (Foodstuffs Act, OHSA, National Health Act, CPA, Agricultural Product Standards Act, Legal Metrology Act, SANS 289, SANS 458, etc.).
• No persons in the service of the State may be involved.
• Provide proof of authority (company resolution) for the signatory.