Supply, delivery, and training of medtronic patient warmers and accessories for frere hospital (24-Month rates-based contract)

Closing date: 23 June 2026. Closing time: 11:00. Quotation validity period: 120 days from closing date.

Technical and bidding enquiries: Alex Ngqwebo. Phone: 043 709 2583. Fax: 043 743 5317. Email: [email protected].

Submit all bid documents via the CSD or e-Tender Portal only. Emailed or faxed submissions will not be accepted. Required forms: SBD1 (Invitation to Quote), SBD3.1 (Pricing Schedule), SBD4 (Declaration of Interest), SBD6.1 (Preferential Points Claim). Additional requirements: Latest CSD report, bank confirmation letter (not older than 3 months), VAT registration number, and supplier compliance status. Failure to submit on the correct portal or provide all required documents may disqualify your bid.

Evaluation is conducted in three stages:

• Stage 1: Administrative compliance. Checklist: SBD1, SBD3.1, SBD4, SBD6.1, latest CSD report, bank confirmation letter.
• Stage 2: Compliance with non-negotiable requirements. Must be an official, accredited, and certified Medtronic vendor in South Africa (with manufacturer letter); Must have capacity to supply all items in pricing schedule; Must be tax compliant (SARS PIN or CSD registration); Not a person/company with directors who are persons in service of the state.
• Stage 3: Price (80 points) and Specific Goals (20 points). The 80/20 preference point system applies. Price points are calculated using the formula: Ps = 80

• (Pmin / Pt), where Ps = points scored, Pmin = lowest acceptable tender price, Pt = tender price under consideration. Specific Goals points are allocated as follows: 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 claims (e.g., CIPC certificates, municipal accounts) must be submitted. Failure to comply with administrative or non-negotiable requirements will eliminate the bid.

Scope: Supply, delivery, installation, commissioning, demonstration, and end-user training of Medtronic Patient Warmers and related accessories on a rates-based contract for Frere Hospital for 24 months or up to R1 million, whichever comes first.

Key requirements:

• Signed letter from the registered manufacturer (on manufacturer’s letterhead) confirming the bidder as the official, accredited, and certified vendor in South Africa for Medtronic.
• All Medtronic Patient Warmers must carry a 2-year warranty.
• Alternative devices may be offered but must be compatible with existing Medtronic equipment.
• Bidders must indicate the estimated remaining service life (in years) of existing Medtronic patient warmers in use.
• Bidder must have the capacity and capability to supply all requested items in the pricing schedule.

Equipment list includes Patient Warmer Calima 22, Warm Touch Full-Body Multi, and various Warm Touch blankets (Upper Body, Torso, Lower Body, Surgical Access, Paediatric, Paediatric Full-Body).

Goods supplied must conform to the standards specified in the bidding documents.

• Pre-bidding testing costs are the bidder’s responsibility.
• Inspections may be conducted at the bidder’s premises during production or execution.
• If inspections reveal non-compliance, the supplier bears the cost and must replace or repair defective goods.
• Packing must prevent damage or deterioration during transit, withstand rough handling, and extreme conditions.
• Packing, marking, and documentation must comply with contract requirements.
• The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.
• Goods must be new, unused, and incorporate recent improvements.
• Warranty is valid for 12 months after delivery or 18 months after shipment, whichever is earlier.

Pricing must be firm and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Only firm prices are accepted; non-firm prices will not be considered.

• Pricing schedule (SBD3.1) must be completed on the bidder’s company letterhead.
• Delivery costs must be included in the bid price.
• The quotation validity period is 120 days from the closing date.
• Required details in the pricing schedule: Description, Model/ICN Number, Unit Price (including VAT), Remaining Product Life Span, Direct Equivalent.
• Equipment list includes Patient Warmer Calima 22, Warm Touch Full-Body Multi, and various Warm Touch blankets (Upper Body, Torso, Lower Body, Surgical Access, Paediatric, Paediatric Full-Body).

Pricing must be firm and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Only firm prices will be accepted; non-firm prices (e.g., subject to exchange rate variations) will not be considered.

• Pricing schedule (SBD3.1) must be completed on the bidder’s company letterhead.
• Delivery costs must be included in the bid price.
• Payment terms: Invoices must be accompanied by a delivery note, and payment will be made within 30 days of receipt.
• Contract value will not exceed R1 million or the 24-month period, whichever comes first.
• Quotation validity period: 120 days from closing date.

Tax Compliance: Bidders must submit a Tax Compliance Status (TCS) PIN or CSD number. TCS PIN can be obtained via e-Filing on the SARS website (www.sars.gov.za). If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided. Each party in a consortium/joint venture must submit a separate TCS certificate/PIN/CSD number.

B-BBEE: Preference points for Specific Goals (20 points) include HDI Ownership (20%), Women Ownership (10%), Youth Ownership (10%), Disability Ownership (10%), Military Veterans Ownership (10%), Locality Ownership (30%). Proof of ownership (CIPC certificate) and supporting documents (e.g., municipal accounts, medical proof for disability, veteran status proof) must be submitted. Updated CSD report required.

No bids will be considered from persons in the service of the state, companies with directors who are persons in the service of the state, or close corporations with members who are persons in the service of the state.

Contract terms are governed by the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). Key terms:

• Contract duration is 24 months or up to R1 million, whichever comes first.
• Supply and delivery commence only after issuance of an official Purchase Order.
• Budget availability influences contract operation.
• The contract may be cancelled if a long-term Provincial or National contract is awarded.
• Frere Hospital reserves the right to award or not award the RFQ, in part or whole.
• Suppliers must comply with specifications throughout the engagement.
• Payment terms: Invoices must be accompanied by a delivery note, and payment will be made within 30 days.
• Prices must remain firm and include all applicable taxes.
• Contract amendments require written agreement.
• Performance security may be required within 30 days of award.
• Termination for default or insolvency is possible.
• Disputes are resolved via mediation or South African courts.
• Force majeure events may excuse performance delays.
• Liability is limited to the contract price, except for defective equipment.

Evaluation is conducted in three stages:

• Stage 1: Administrative compliance (checklist: SBD1, SBD3.1, SBD4, SBD6.1, latest CSD report, bank confirmation letter).
• Stage 2: Compliance with non-negotiable requirements (e.g., manufacturer’s signed letter, 2-year warranty, compatibility with existing Medtronic equipment, capacity to supply all items).
• Stage 3: Price (80 points) and Specific Goals (20 points). The 80/20 preference point system applies. Price points are calculated using the formula: Ps = 80

• (Pmin / Pt), where Ps = points scored, Pmin = lowest acceptable tender price, Pt = tender price under consideration. Specific Goals points are allocated as follows: 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 claims (e.g., CIPC certificates, municipal accounts) must be submitted. Failure to comply with administrative or non-negotiable requirements will eliminate the bid.