Supply and delivery of 5,000 green patient folders monthly to frere hospital (24-Month rate-based contract)

• Closing Date: 15 June 2026.
• Closing Time: 11:00.

• Contact Person: Alex Ngqwebo.
• Telephone: 043 709 2583.
• Facsimile: 043 743 5317.
• Email: [email protected].

• Submit via e-Tender Portal only. Emailed or faxed documents will not be accepted.
• Bids must be delivered by the stipulated time to the correct address. Late bids will not be considered.
• All bids must be submitted on the official forms provided (not retyped) or in the manner prescribed.
• Ensure the following returnable documents are included and signed:

• Invitation to Quote (SBD1) completed and signed.
• Signed Pricing Schedule (SBD 3.1).
• Signed Declaration of Interest (SBD 4).
• Signed Preferential Points Claim (SBD 6.1).
• Latest CSD report attached.
• Bank confirmation letter (not older than 3 months).

• A physical sample of the green patient folder must be submitted with the bid. Failure to submit the sample will result in disqualification.
• The sample folder must be clearly marked “This folder remains property of Frere Tertiary Hospital” in bold red.
• Proof of supplying green patient folders or bound books/booklets: attach minimum two references not older than 3 years.
• Complete and attach the Project Reference Returnable form, signed and stamped by a referee (client).
• Failure to comply with any non-negotiable requirements will result in disqualification and no further evaluation.

e-TENDER PORTAL SUBMISSIONS ACCEPTED

Submission nb: emailed or faxed documents will not be accepted

• Stage 1: Administrative compliance.
• Stage 2: Compliance to Non-Negotiable Requirements.
• Stage 3: Price & Specific Goals Points.
• Stage 4: Sample assessment.
• Administrative compliance checklist includes: SBD1, SBD 3.1, SBD 4, SBD 6.1, latest CSD report, bank confirmation letter.
• Non-negotiable requirements include: proof of prior supply, two references not older than 3 years, a clear photo/image of sample, completed Project Reference Returnable form, sample marked with required inscription.
• Failure to comply with non-negotiable requirements leads to disqualification.
• Price points: 80.
• Specific Goals points: 20.
• Total points for Price and Specific Goals: 100.

• Supply and delivery of green patient folders on a rate-based contract for 24 months.
• Monthly quantity: 5,000 folders.
• Specifications:

• Green paper Matt board weighing 240g.
• Blue cloth on outside pouches (colour code PANTONE 299U).
• Blue cloth secure binding at back.
• Elasticated blue cloth to keep documents intact.
• Inscription in bold red: “This Folder remains the Property of Frere Tertiary Hospital” (supplier’s own design/layout).

• Measurements:

• Width: 64cm (to accommodate concertina fold measuring 4cm).
• Length: 33cm.
• Concertina fold: 14cm.
• Binding/Fold width: 2.5cm.

• Packaging: Packed in bundles/boxes of 500.
• Sample must be submitted with the bid and forms part of evaluation. Failure to submit leads to disqualification.

• Bidder must demonstrate experience supplying green patient folders or bound books/booklets.
• Attach minimum two references not older than 3 years.
• Complete Project Reference Returnable form, signed and stamped by referee (client), detailing project name, location, dates, duration, value, and performance score.
• Referee will be contacted for verification; if not contactable, no points awarded.
• Attach letter of confirmation of prompt delivery from current/previous client.
• Bidder must declare capacity and capability to supply and deliver folders.

• Goods must conform to standards mentioned in bidding documents and specifications.
• Supplier must not disclose contract documents without prior written consent.
• Pre-bidding testing is for bidder’s account.
• Department may inspect premises at reasonable hours.
• If inspections show supplies comply, cost borne by purchaser; if non-compliant, cost borne by supplier.
• Non-compliant supplies may be rejected and held at supplier’s cost and risk; supplier must substitute promptly.
• Packing must prevent damage during transit, withstand rough handling, extreme temperatures, salt, precipitation, and open storage.
• Packing, marking, and documentation must comply with special requirements in contract.

• Use Pricing Schedule (SBD 3.1) for firm prices only.
• Include item description: Green patient folder.
• Quantity per month: 5,000.
• Provide unit price per month, subtotal, VAT, total VAT inclusive.
• Quotation validity: 90 days.
• All delivery costs included in bid price.
• Non-firm prices (including exchange rate variations) not considered.

• Submit a signed Pricing Schedule (SBD 3.1).
• Pricing schedule must show:

• Item: Green patient folder.
• Quantity per month: 5,000.
• Unit price per month.
• Subtotal, VAT, and total VAT inclusive.

• Only firm prices accepted. Non-firm prices (including subject to exchange rate variations) will not be considered.
• Quotation validity period: 90 days.
• All delivery costs must be included in the bid price.
• Payment terms: Purchaser will pay within 30 days after receipt of invoice accompanied by delivery note.

• Tax Compliance: Submit your Tax Compliance Status (TCS) PIN issued by SARS or a printed TCS certificate. If no TCS PIN but registered on Central Supplier Database (CSD), provide CSD number.
• Foreign suppliers: If answer is “No” to all questions regarding residence, branch, permanent establishment, income source, or tax liability in RSA, then TCS PIN registration is not required.
• Central Supplier Database (CSD): Latest CSD report must be attached.
• B-BBEE/Specific Goals: Claim points for Historically Disadvantaged Individuals, Women, Youth, Disability, Military Veterans, and Locality ownership. Provide supporting documents (CIPRO certificates, medical proof, veteran proof, municipal account/lease).
• Declaration of Interest (SBD4) must be completed and signed.
• No bids accepted from persons in the service of the state, companies with directors in service of the state, or close corporations with members in service of the state.
• Company registration number must be provided.
• Proof of authority (e.g., company resolution) must be submitted for signatory.

• Specific Goals points allocated under Preferential Procurement Regulations 2022:

• Historically Disadvantaged Individuals Ownership: 20% (4 points).
• Women Ownership: 20% (4 points).
• Youth Ownership: 10% (2 points).
• Disability Ownership: 10% (2 points).
• Military Veterans Ownership: 10% (2 points).
• Locality Ownership: 30% (6 points).

• Submit proof for each claim: CIPRO certificates with ID, valid medical proof for disability, proof of veteran status, municipal account or lease for locality.
• Updated CSD report required.
• False claims may lead to disqualification, cost recovery, contract cancellation, restriction from business with state, or prosecution.

• Contract duration: 24 months (rate-based contract).
• General Conditions of Contract (GCC) apply and may not be amended.
• Special Conditions of Contract (SCC) supplement GCC; in conflict, SCC prevails.
• Key clauses include definitions, application, standards, use of contract documents, patent rights, performance security, inspections, packing, delivery, insurance, transportation, incidental services, spare parts, warranty, payment, prices, amendments, assignment, subcontracts, delays, penalties, termination for default, anti-dumping duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language (English), applicable law (South African), notices, taxes and duties, National Industrial Participation Programme, and prohibition of restrictive practices.
• Performance security may be required within 30 days of award (bank guarantee or cashier’s cheque).
• Warranty: Goods are new, unused, with no defects; warranty valid for 12 months after delivery or 18 months after shipment.
• Payment: Within 30 days after invoice and delivery note.
• Prices may not vary from bid except as authorized.
• No assignment or subcontracting without prior written consent.
• Delays may incur penalties or termination.
• Force majeure events exempt supplier from default penalties.
• Disputes resolved first by mutual consultation, then mediation, then South African court.
• Supplier liable for taxes and duties until delivery.
• Restrictive practices (e.g., collusive bidding) may lead to disqualification, contract cancellation, restrictions, or prosecution.

• Department reserves right to accept or reject any quote, withdraw decision, or split quote among suppliers based on PPPFA point system.
• Price must be market related.
• General Conditions of Contract (GCC) form part of all quote documents and may not be amended.
• Delivery must be in accordance with official order forms from Frere Hospital.
• Successful suppliers must ensure products comply with specifications and samples; non-compliance may result in termination.
• Suppliers must not deviate from orders.
• State may purchase elsewhere if minimum order quantity exceeds requirements, items urgently required, or emergency arises.
• Delivery is not subject to supplier’s payment; only delivery as per requirements.

• Foreign suppliers must answer questionnaire regarding residence, branch, permanent establishment, income source, and tax liability in RSA. If “No” to all, TCS PIN not required.
• Tax compliance: Submit TCS PIN or certificate; if unavailable but CSD registered, provide CSD number.
• No bids from persons in service of state or related entities.
• Specifications include green Matt board 240g, blue cloth (PANTONE 299U), elasticated cloth, inscription in bold red, specific measurements.
• Sample must be submitted with bid.
• Provide proof of ownership for Specific Goals claims (CIPRO certificates, medical proof, veteran proof, municipal account/lease).