Supply and delivery of starch and cereals to frere hospital (5-Month contract)

Closing date: 5 June 2026 at 11:00. No briefing sessions or site visits are scheduled.

Primary contact for SCM and technical enquiries: Alex Ngqwebo. Phone: 043 709 2583. Fax: 043 743 5317. Email: [email protected].

Submit exclusively via the Central Supplier Database (CSD) system. Use only the official forms provided (SBD1, SBD3.1, SBD4, SBD6.1, SBD7) — do not re-type. Late submissions are disqualified. Subject to the Preferential Procurement Policy Framework Act, 2000, and General Conditions of Contract (GCC). Successful bidder must sign the SBD7 contract form. Proof of authority (e.g., company resolution) required for signatures. No bids accepted from state employees, companies with state-employed directors, or close corporations with state-employed members.

Bids must be delivered by the stipulated closing time (11:00 on 5 June 2026) to the correct address via the CSD system. Late bids are not accepted. All bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document.

Evaluation occurs in 3 stages: (1) Administrative compliance: SBD1 (completed/signed), SBD3.1 (signed pricing schedule), SBD4 (declaration of interest), SBD6.1 (preference points claim), latest CSD report, and bank confirmation letter (≤3 months old). (2) Non-negotiable requirements: Signed project reference form from current/previous client (verified by contact), proof of funding (affidavit for self-funding or bank confirmation), at least 1 order for starch/cereal/grocery (≤3 years old), and compliance certificate for wholesaler/own premises. Failure in any non-negotiable disqualifies the bid. (3) Price (80 points) and Specific Goals (20 points). Price scoring: Ps = 80*(Pmin/Pt). Specific Goals: HDI Ownership (20% = 4pts), Women Ownership (20% = 4pts), Youth Ownership (10% = 2pts), Disability Ownership (10% = 2pts), Military Veterans Ownership (10% = 2pts), Locality Ownership (30% = 6pts). Supporting documents: CIPRO certificate with ID for ownership, medical proof for disability, veteran status proof, municipal account/lease for locality, updated CSD report. No points awarded without proof.

Supply and deliver starch and cereals to Frere Hospital for 5 months. Products and monthly quantities: Maize meal (36x10kg), Rice (174x10kg), Samp (50x10kg), Maltabele (36x10kg), Cake flour (2x10kg), Macaroni (640x500g), Spaghetti (640x500g), Dry beans (20x10kg), Weetbix (240x900g), Oats (12x25kg), Sugar (140x12.5kg). Requirements: All products must be suitable for human consumption, free from objectionable odours/flavours/foreign substances, and comply with Agricultural Product Standards Act, 1990 (Section 15) for sampling/testing. Packaging: Sealed, labelled with product name, nutritional info, and expiry date; minimum 6-month shelf life from delivery. Delivery: Groceries (Mon-Thu, 07:30-12:30 and 13:30-15:00) in cool, closed, clean vehicles (preferably bakkies) packed in clean crates. Maltabele (Mon-Fri, 08:00-13:00 and 14:00-15:30) in cool, closed, clean vans/trucks. Department may inspect supplier premises unannounced. Non-compliant consignments are rejected at supplier’s cost and must be replaced immediately.

Bidder must submit a signed, dated, and stamped project reference form from a current/previous client for services of similar nature, scope, complexity, and value. The referee will be contacted for verification; if unreachable, no points are awarded. The client must score the bidder’s performance on experience, quality, performance, and personnel (Very poor to Excellent) and confirm whether they would recommend working with the bidder. A letter of confirmation for prompt delivery from current/previous clients must be attached. Bidder must provide proof of at least 1 order for starch/cereal/grocery (not older than 3 years) and a compliance certificate for the wholesaler or own premises (e.g., from BCMM).

Products must comply with the Agricultural Product Standards Act, 1990 (Section 15) for sampling and testing. Supplier premises are subject to unannounced inspections by Department representatives during reasonable hours. Products failing inspection are rejected at the supplier’s cost. Supplier must immediately remove rejected goods and replace them with compliant products. Entire consignments may be rejected if deviations are observed. Food items not listed in the specifications must comply with normal trade practice.

Complete the SBD 3.1 pricing schedule with firm prices (no exchange rate variations). All prices must include applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Fill in the unit, quantity per month, price per unit, and total cost for 5 months for each product: Maize meal (10kg), Rice (10kg), Samp (10kg), Maltabele (10kg), Cake flour (10kg), Macaroni (500g), Spaghetti (500g), Dry beans (10kg), Weetbix (900g), Oats (25kg), Sugar (12.5kg). Indicate the funding source (own/ECDC/self/other). The schedule must be signed and stamped by the company.

Submit firm prices only (no exchange rate variations). All prices must include VAT and other applicable taxes. Complete SBD 3.1 pricing schedule with unit, monthly quantity, price per unit, and total cost for 5 months. Indicate funding source (own/ECDC/self/other). Payment terms: Within 30 days of invoice submission with delivery note. Proof of funding required: Affidavit for self-funding (bank statements not accepted) or bank confirmation letter (≤3 months old). Company stamp and authorised signature required on pricing schedule.

Tax compliance: Submit SARS TCS PIN or CSD number. Foreign suppliers must complete a questionnaire on RSA residency, branches, permanent establishment, income sources, and tax liability. If all answers are 'No', tax clearance is not required. Consortium/JV members must each submit separate tax documentation. No bids from state employees, companies with state-employed directors, or close corporations with state-employed members. B-BBEE: 80/20 preference system. Specific Goals (20 points total): HDI Ownership (20% = 4pts), Women Ownership (20% = 4pts), Youth Ownership (10% = 2pts), Disability Ownership (10% = 2pts), Military Veterans Ownership (10% = 2pts), Locality Ownership (30% = 6pts). Supporting documents: CIPRO certificate with ID numbers for ownership claims, medical proof for disability, veteran status proof, municipal account/lease agreement for locality, and updated CSD report. GCC and SCC apply; SCC prevails in conflicts.

The 80/20 preference point system applies. Specific Goals account for 20 points: HDI 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). Required supporting documents: CIPRO certificate with ID numbers for ownership claims, valid medical proof for disability ownership, valid proof of veteran status for military veterans, municipal account or valid lease agreement for locality ownership, and updated CSD report. Failure to submit supporting documents means no points are claimed for Specific Goals.

All products must be suitable for human consumption, free from objectionable odours, flavours, and foreign substances. Microorganisms presenting health hazards are prohibited; moulds and yeasts must be absent in legumes. Delivery vehicles must be cool, closed, and clean (preferably bakkies), with products packed in clean crates free from mouldy particles. All products must have a minimum shelf life of 6 months from the date of delivery.

Contract duration: 5 months. General Conditions of Contract (GCC) apply; Special Conditions of Contract (SCC) prevail in conflicts. Frere Hospital reserves the right to award or not award the contract, in part or whole. Contract will be cancelled immediately if a long-term contract is established. Budget availability affects contract operation. Supplier must comply with all specifications throughout the engagement. Frere may engage an alternative supplier if the awarded contractor fails to deliver. Payment within 30 days of invoice submission. Prices must be firm (no variations). Penalties apply for late delivery. Termination clauses cover default, insolvency, or corrupt practices. Force majeure provisions apply. Contract is governed by South African law and must be executed in English.

Tax compliance: Submit SARS TCS PIN or CSD number. Foreign suppliers must complete a questionnaire regarding RSA residency, branches, permanent establishment, income sources, and tax liability. If all answers are 'No', tax clearance is not required. No bids are accepted from persons in the service of the state, companies with directors who are state employees, or close corporations with members who are state employees. Consortium/JV parties must each submit separate tax documentation. Proof of authority (e.g., company resolution) is required when signing documents.