Supply, installation and commissioning of two poc act machines for red cross war memorial children’s hospital

Enquiries – Technical: Ms Kirsty Young, email [email protected]

Enquiries – Procurement/General: Mr O. Zibaya, phone (021) 658 5698, email [email protected]

Bid submission address: Red Cross War Memorial Children’s Hospital, Supply Chain Management, Room 1 C, Administration Building, Klipfontein Road, Rondebosch 7700 (or deposit in the bid box at the same location).

• Submit the bid in hard‑copy only; electronic or fax submissions are not accepted.
• Deliver the sealed envelope to the bid box at Red Cross War Memorial Children’s Hospital, Administration Building, Room 1 C, Klipfontein Road, Rondebosch 7700, or post to the same address.
• Bid box is open Mon‑Fri 07:30‑15:30 (excluding public holidays). Late bids will be rejected.
• Envelope must be clearly marked with BID NUMBER RCCH28/2025, description, closing date, and bidder’s name and address.
• Use only the official, non‑re‑typed forms supplied (WCBD 1, WCBD 3.1, WCBD 4, WCBD 6.1, etc.). All pages must be signed and completed.
• Include all mandatory documents in the order listed (WCBD 1, Instructions, Section A Evaluation Criteria, Special Conditions, Annexure A OHS, WCBD 3.1 Specification, WCBD 4 Declaration, B‑BBEE forms, certificates, full Terms of Reference).
• Failure to provide any required document or to sign the forms will invalidate the bid.
• Bidders must be registered on the Central Supplier Database (CSD) at the time of bid closing and must provide confirmation of registration.
• If tax compliance cannot be verified, the bidder has 7 working days after closure to resolve it; otherwise the bid is disqualified.
• B‑BBEE status used for evaluation is the one declared on WCBD 6.1, not the CSD record.
• Disqualification risks: late delivery, incomplete envelope, missing signatures, non‑CSD registration, non‑compliant tax status, failure to submit B‑BBEE documentation, deviation from required forms.

• Evaluation follows the 80/20 Preferential Procurement Point System: 80 points for price, 20 points for specific goals (B‑BBEE, local content, etc.).
• Minimum compliance thresholds: registration on CSD, valid tax status, completed mandatory forms, and adherence to technical specifications.
• Bidders are scored on:

– Compliance with Condition and Legitimacy Test (CSD registration, tax compliance).

– Conformity to the specification (technical and functional requirements).

– Preference points claimed on WCBD 6.1 (B‑BBEE) and any other declared goals.

• Only bids that meet all mandatory requirements will be allocated preference points.
• The evaluation committee may disqualify bids that are incomplete, ambiguous, or non‑responsive.
• Final award is at the Department’s discretion; the lowest price does not guarantee award if other criteria are not met.

Scope: Supply, delivery, installation, demonstration and commissioning of two (2) Point‑of‑Care Activated Clotting Time (POC ACT) machines for the theatres and ICU for a three‑year placement.

Key deliverables:

• Fully functional POC ACT machines with battery backup (minimum 2 hours) and power supply.
• All consumables for an estimated 180 samples per month (≈ 135 theatre, 45 ICU).
• Installation, testing, calibration and on‑site commissioning at no extra charge.
• Comprehensive user training (theory and practical) for clinical and engineering staff, provided at no cost.
• Maintenance plan covering service intervals, response time (≤ 3 hours onsite) and spare‑part turnaround.
• Warranty covering the full contract period; machine remains supplier’s property until removal at contract end.
• Compliance with SA medical device regulations (SAHPRA/MCC certificate), SABS standards, Occupational Health & Safety Act, and all relevant health legislation.
• Provide detailed specifications, dimensions, software/hardware options, and any deviations from the specification with clear justification.
• Optional accessories (extra kits, spare parts, extended warranty) must be listed separately with pricing.

• Pricing must be firm, inclusive of VAT, delivery, installation, commissioning, training and all consumables for the three‑year period.
• Submit a detailed pricing schedule (WCBD 3.1) showing unit price, monthly/annual cost for theatres and ICU, optional accessories and any optional models.
• Offer must be valid for at least 60 days from the closing date.
• No price escalation or exchange‑rate adjustments are permitted; all prices must be quoted in South African Rand.
• Provide banking details for EFT payment; payment will be made within 30 days of receipt of a correct invoice.
• No performance or security bond is mentioned, but the successful bidder must sign the written contract form (WCBD 7.1) and provide any guarantees required in the Special Conditions of Contract.

• Central Supplier Database (CSD) registration – must be active at bid closing and at award.
• Tax compliance – CSD tax status must be compliant; if not, 7 working days to rectify after closure.
• B‑BBEE – submit WCBD 6.1 claim form and valid B‑BBEE certificate (original or certified copy). Preference points are based on this declaration.
• SAHPRA/MCC – provide a valid SAHPRA (or Medicines Control Council) certificate for the device; proof of registration only, not application.
• CIPC – company must be a valid South African entity (registration number, tax clearance PIN).
• Professional registrations – technicians delivering training must be factory‑trained and based in the Western Cape.
• Local content – any foreign supplier must demonstrate compliance with CSD registration and provide equivalent tax compliance documentation.
• All mandatory documents listed in the bid checklist must be submitted in full and in the prescribed order.