Supply and delivery of kitchen utensils to frere hospital (24-Month rate-based contract)

Closing date: 15 June 2026. Closing time: 11:00. Quotation validity period: 120 days from closing date.

Technical and bidding procedure enquiries: Contact Person - Alex Ngqwebo. Telephone: 043 709 2583. Fax: 043 743 5317. Email: [email protected]. Submission address: e-Tender Portal.

Submission must be via the e-Tender Portal only. Emailed or faxed documents will not be accepted. Bids must be delivered by the stipulated closing date and time (15 June 2026 at 11:00). Late bids will not be considered. All bids must be submitted on the official forms provided (SBD1, SBD3.1, SBD4, SBD6.1) and not re-typed. Failure to submit required documents (e.g., signed forms, CSD report, bank confirmation letter) may render the quote invalid. Bids must comply with the Preferential Procurement Policy Framework Act, 2000, and General Conditions of Contract (GCC).

Evaluation is conducted in three stages: Stage 1 - Administrative Compliance: Must submit completed and signed SBD1 (Invitation to Quote), SBD3.1 (Pricing Schedule), SBD4 (Declaration of Interest), SBD6.1 (Preferential Points Claim), latest CSD report, and a bank confirmation letter (not older than 3 months). Stage 2 - Compliance to Non-Negotiable Requirements: 100% compliance to specifications is mandatory. Successful bidder must supply a sample upon award. Stage 3 - Price & Specific Goals: Points allocation - Price: 80 points, Specific Goals: 20 points (Total: 100 points). Specific Goals include: HDI Ownership (4 points), Women Ownership (2 points), Youth Ownership (2 points), Disability Ownership (2 points), Military Veterans Ownership (2 points), Locality Ownership (6 points). Proof of ownership (CIPRO certificate with ID numbers) and supporting documents (e.g., medical proof for disability, veteran status proof) are required for specific goals claims.

Scope: Supply and delivery of kitchen utensils to Frere Hospital for a period of 24 months, as and when required. Items include: Pap stirrers (stainless steel, 600mm and 1200mm), portion servers (various colors and sizes), whisks (stainless steel, 400x400mm), colanders (aluminum and stainless steel, heavy duty, 400mm), egg lifters (stainless steel, 400mm), oven racks (grid wire with chromium plated finish, 32cm x 52cm), Baine-Marie inserts (stainless steel, perforated and full, various sizes), chopping/cutting boards (PE, various colors and sizes), polycarbonate jugs (unbreakable, with lids), polycarbonate tumblers (unbreakable, textured exterior, smooth interior, Sani-Rim), and pairing knives (color-coded to prevent cross-contamination). All items must comply with specified materials, sizes, and hygiene standards (e.g., HACCP for whisks). Samples may be required before delivery of orders. The Eastern Cape Department of Health (ECDoH) reserves the right to issue or cancel orders based on budget availability and priorities. No guarantee of sales volume is provided.

Pre-bidding testing costs are for the bidder’s account. Supplier premises must be open for inspection at reasonable hours if required by the contract. If inspections are not initially required but are later decided, the purchaser will arrange and pay for testing. If supplies comply with contract requirements, inspection costs are covered by the purchaser. If supplies do not comply, the supplier bears the inspection costs. Non-compliant supplies may be rejected. Rejected supplies must be removed and replaced by the supplier at their own cost and risk. If the supplier fails to replace rejected supplies, the purchaser may procure replacements at the supplier’s expense. Inspection, testing, or analysis may occur after delivery, and non-compliant supplies may still be rejected.

Pricing must be submitted on the official SBD3.1 form or a detailed quotation on company letterhead. Only firm prices are accepted; non-firm prices (e.g., subject to exchange rate variations) will not be considered. Quotation validity period: 120 days from the closing date. Pricing must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Delivery costs must be included in the bid price. The pricing schedule must specify item descriptions, estimated quantities, unit prices, and total prices (including VAT). For unspecified items, costs can be claimed on a proven cost-plus-agreed percentage markup basis. Note: Quantities listed are for pricing evaluation purposes only.

Pricing must be submitted on the official SBD3.1 form or a detailed quotation on company letterhead. Only firm prices will be accepted; non-firm prices (e.g., subject to exchange rate variations) will not be considered. Quotation validity period: 120 days from closing date. Pricing must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Delivery costs must be included in the bid price. Pricing schedule must specify unit price, quantity, and total price per item. Unspecified items can be claimed on proven cost plus an agreed percentage markup. Payment terms: Invoices must be accompanied by a delivery note. Payments will be made within 30 days of invoice submission. Contract is rate-based, with price increases applied annually as per National Treasury stipulations.

Bidders must be tax-compliant: Submit a SARS Tax Compliance Status (TCS) PIN or CSD registration number. Foreign suppliers must complete a questionnaire to determine tax obligations in South Africa. Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must not be persons in the service of the state, nor have directors/members who are state employees. Bidders must submit a signed Declaration of Interest (SBD4). Consortia/joint ventures/sub-contractors must each submit separate TCS certificates/PINs/CSD numbers. Updated CSD report must be attached. Proof of business address (municipal account or valid lease agreement) required for locality ownership claims. B-BBEE compliance: Submit proof of ownership (CIPRO certificate) for HDI, women, youth, disability, or military veterans ownership claims. Disability ownership requires valid medical documentation. Military veterans ownership requires valid proof of veteran status.

Contract duration: 24 months. Contract type: Rate-based, with price increases applied annually as per National Treasury stipulations. The General Conditions of Contract (GCC) apply and cannot be amended. Special Conditions of Contract (SCC) supplement GCC and prevail in case of conflict. Key terms: Frere Hospital reserves the right to award or not award the RFQ, in part or whole. If a long-term contract is established, this RFQ/contract will be canceled immediately. Budget availability influences contract operation. Suppliers must comply with specifications throughout the engagement. Work or deliveries must only commence upon receipt of an official Works Order. Claims are valid only if work or deliveries are completed. Samples may be required before delivery. Payment terms: Invoices must be accompanied by a delivery note. Payments will be made within 30 days of invoice submission. Performance security: Successful bidder must furnish performance security within 30 days of contract award notification. Security can be a bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque. Security will be discharged 30 days after completion of obligations. Inspections and tests: Supplier premises may be inspected at reasonable hours. Non-compliant supplies may be rejected at the supplier’s cost and risk. Warranty: Goods must be new, unused, and free of defects for 12 months after delivery or 18 months after shipment, whichever is earlier. Supplier must repair or replace defective goods at no cost. Penalties: Delays in delivery may result in penalties calculated using the current prime interest rate per day of delay. Termination: Contract may be terminated for default, insolvency, or corrupt/fraudulent practices. Disputes: Resolved through mutual consultation, mediation, or South African courts. Governing law: South African law applies. Liability: Supplier liability is limited to the contract price, except for repairing/replacing defective equipment. Force majeure: Supplier is not liable for delays or failures due to events beyond their control (e.g., wars, floods, epidemics).

Evaluation is conducted in three stages: Stage 1 - Administrative Compliance: Must submit completed and signed SBD1 (Invitation to Quote), SBD3.1 (Pricing Schedule), SBD4 (Declaration of Interest), SBD6.1 (Preferential Points Claim), latest CSD report, and a bank confirmation letter (not older than 3 months). Stage 2 - Compliance to Non-Negotiable Requirements: 100% compliance to specifications is mandatory. Successful bidder must supply a sample upon award. Stage 3 - Price & Specific Goals: Points are allocated as follows - Price: 80 points (using the 80/20 preference point system, where Ps = 80

• (Pmin / Pt). Pmin is the price of the lowest acceptable tender, and Pt is the price of the tender under consideration), Specific Goals: 20 points. Specific Goals include: HDI Ownership (4 points), Women Ownership (2 points), Youth Ownership (2 points), Disability Ownership (2 points), Military Veterans Ownership (2 points), Locality Ownership (6 points). Proof of ownership (CIPRO certificate with ID numbers) and supporting documents (e.g., medical proof for disability, veteran status proof, municipal account or lease agreement for locality) are required for specific goals claims. Failure to submit proof or documentation for specific goals will result in no points being awarded for those goals.