Supply and delivery of dairy products (maas, cheese, yoghurt, margarine) to frere hospital for 4 months

• Closing Date: 15 June 2026.
• Closing Time: 11:00 a.m.
• Quotation Validity Period: 90 days after the closing date.
• No briefing sessions, site visits, or clarification deadlines are mentioned.

• Contact Person: Alex Ngqwebo
• Telephone: 043 709 2583
• Fax: 043 743 5317
• Email: [email protected]
• For delivery coordination, contact Food Services at Frere Hospital: 043-7092673/2029 (for yoghurt, maas, cheese) or 043-7092316/2029 (for margarine).

• Submit your bid via the e-Tender Portal only. Emailed or faxed submissions will not be accepted.
• Ensure your bid is delivered by the stipulated closing time. Late bids will not be considered.
• All bids must be submitted on the official forms provided (SBD1, SBD 3.1, etc.) and not re-typed.
• You must complete and sign the following returnable documents:

• Invitation to Quote (SBD1)
• Signed Pricing Schedule (SBD 3.1)
• Signed Declaration of Interest (SBD 4)
• Signed Preferential Points Claim (SBD 6.1)
• Latest CSD report
• Bank confirmation letter (not older than 3 months)
• Completed and signed Local Content Forms 6.1 and Annexures
• Project Reference form (one per item bidding for) completed by a referee/client.

• Non-compliance with any submission requirement will lead to disqualification.

Submission nb: emailed/faxed documents shall not be accepted

Evaluation is a four-stage process:

• Stage 1: Administrative Compliance – Verify all required documents are submitted and signed.
• Stage 2: Compliance with Non-Negotiable Requirements – Must submit:

• Completed Project Form from current/previous client (not reference letters).
• Proof of funding (affidavit or arranged funding letter; bank statements not accepted).
• Orders for perishable food items (not older than 5 years).
• Latest certified compliance certificate for premises (e.g., BCMM).
• Details of transportation vehicle with ownership/agreement documents.

Non-compliance results in disqualification.

• Stage 3: Capacity Assessment & Locality Confirmation – Must score at least 50 points to proceed:

• Own farm with own vehicles: 50 points.
• Agreement with cold storage/wholesaler: 30 points.
• References: general supply (10), perishable products (20), dairy products (30).
• Locality: based in Buffalo City Municipality (20), Eastern Cape (15), outside Eastern Cape (10).

• Stage 4: Price & Specific Goals – 80 points for price, 20 points for specific goals.

Specific goals points: HDI Ownership (4), Women Ownership (4), Youth Ownership (2), Disability Ownership (2), Military Veterans Ownership (2), Locality Ownership (6). Submit proof (CIPRO certificates, municipal account/lease, updated CSD report).

Supply and delivery of dairy products (maas, cheese, yoghurt, margarine) to Frere Hospital for 4 months.

Monthly quantities:

• Maas/Amasi: 4500 x 500ml bottles.
• Yoghurt: 7400 x 100ml containers.
• Margarine (Lite): 715 x 500g bricks.
• Cheese (Cheddar): 320 kg.

Product specifications:

• All products must be Grade A quality.
• Yoghurt: low fat, contain AB cultures, no separation, packaged in 100ml sealed tubes.
• Maas: made from pasteurized milk, low fat, no separation, packaged in 500ml bottles.
• Margarine: yellow in foil wrap, nutritional info on label, packed in 500g bricks.
• Cheese: cheddar, vacuum-packed, label with weight, nutritional info, expiry date.

Delivery requirements:

• Transport temperature: 0-5°C; delivered at ≤7°C.
• Delivery times: 08:00 to 12:45 and 14:00 to 15:30.
• Yoghurt, margarine, cheese: delivered once weekly on Mondays.
• Maas: delivered twice weekly on Mondays and Thursdays.
• Contact Food Services before delivery.

The department reserves the right to inspect production premises and reject consignments that deviate from specifications.

• Submit a completed Project Reference form from a referee/client for each item bid.
• Provide proof of experience: orders for perishable food items (cheese, maas, yoghurt, margarine) not older than 5 years.
• Demonstrate capacity: own farm with vehicles (50 points) or agreement with cold storage/wholesaler (30 points).
• Provide proof of funding (affidavit or arranged funding letter).

• All delivered food is subject to inspection and approval by the receiving officer.
• The department reserves the right to inspect production processes, products, and premises without prior notice. Deviations lead to rejection of the whole consignment.
• Products must comply with the Agricultural Product Standards Act, 1990.
• Suppliers must maintain hygiene standards in production, area of operation, staff, and food handling.
• Pre-bidding testing is at the bidder's cost.

• Complete the pricing schedule in SBD 3.1 with firm prices.
• Include unit prices and total prices for each item (maas, yoghurt, margarine, cheese) per month and for the 4-month period.
• All applicable taxes and delivery costs must be included.

• Submit a signed Pricing Schedule (SBD 3.1) with firm prices only. Non-firm prices or prices subject to exchange rate variations will not be considered.
• Prices must include all applicable taxes (VAT, PAYE, income tax, UIF, skills levies) and delivery costs.
• Quotation validity: 90 days after the closing date.
• No performance security or bid bonds are mentioned.
• Payment terms: According to General Conditions of Contract, payment within 30 days after receipt of invoice and delivery note.

• Tax Compliance: Submit your Tax Compliance Status (TCS) PIN from SARS or Central Supplier Database (CSD) number. Foreign suppliers must complete a questionnaire.
• Central Supplier Database (CSD): Latest CSD report must be attached.
• B-BBEE/Preferential Procurement: Complete SBD 6.1 for specific goals points (HDI, women, youth, disability, military veterans, locality ownership). Submit proof (CIPRO certificates, municipal account/lease agreement).
• Company Registration: Provide company registration number and type.
• Declaration of Interest (SBD 4): Disclose any state employment, relationships with procuring institution, or other interests.
• No bids accepted from persons in the service of the state, companies with state-employed directors, or close corporations with state-employed members.
• Ensure you are not listed in the Register for Tender Defaulters or List of Restricted Suppliers.

• This bid is subject to the Preferential Procurement Policy Framework Act, 2000 and Regulations.
• Specific goals points are allocated for HDI Ownership (4), Women Ownership (4), Youth Ownership (2), Disability Ownership (2), Military Veterans Ownership (2), Locality Ownership (6). Submit proof as required.

• Suppliers must comply with hygiene requirements during production and food handling.
• Premises must have a valid compliance certificate from the relevant authority (e.g., BCMM).
• Transportation vehicles must be suitable for perishable goods (covered, temperature-controlled).
• Operational staff must adhere to hygiene practices.

• Contract duration: 4 months.
• General Conditions of Contract (GCC) apply.
• Special Conditions: Supplier must adhere to specifications throughout; non-compliant deliveries can be returned at supplier's cost; Frere Hospital may cancel contract if supplier fails to deliver; delivery is not conditional on payment; Frere reserves right to conduct site inspections; contract may be cancelled if a long-term contract is established.
• Payment: Within 30 days after invoice and delivery note.
• Prices are firm and cannot vary from quoted prices.
• Penalties for delays: Deductions based on delivered price and prime interest rate.
• Termination: For default, insolvency, or corrupt/fraudulent practices.
• Dispute resolution: Mutual consultation, then mediation, then South African courts.
• Governing law: South African law.

• Bidders must adhere to specifications throughout the contract.
• Non-compliant deliveries can be returned at supplier's cost.
• Frere Hospital may cancel the contract if the supplier fails to deliver.
• Delivery is not subject to payment by the department.
• Frere Hospital reserves the right to conduct site inspections.
• The contract may be cancelled if a long-term contract is established.
• Suppliers with existing contracts at Frere or within the past 3 months will not be considered for supplier rotation.

• Bids must be delivered by the stipulated time to the correct address; late bids will not be accepted.
• All bids must be submitted on the official forms provided.

• Stage 1: Administrative compliance with required documents.
• Stage 2: Compliance with non-negotiable requirements (project form, funding proof, orders, compliance certificate, vehicle details).
• Stage 3: Capacity and locality assessment (minimum 50 points).
• Stage 4: Price (80 points) and specific goals (20 points) using the 80/20 preference point system.