Rate-based contract for medical gas reticulation repairs, maintenance, and hardware supply at frere hospital

• Closing date: 23 June 2026.
• Closing time: 11:00 AM.
• Quotation validity period: Minimum 90 days from the closing date.

• For technical and bidding enquiries: Contact Alex Ngqwebo.
• Telephone: 043 709 2583.
• Fax: 043 743 5317.
• Email: [email protected].
• Submission address: CSD or e-Tender Portal only.

• Submit your bid via the CSD or e-Tender Portal only. Emailed or faxed submissions will not be accepted.
• Ensure all required forms are completed, signed, and submitted: SBD1 (Invitation to Quote), SBD3.1 (Pricing Schedule), SBD4 (Declaration of Interest), SBD6.1 (Preferential Points Claim).
• Attach mandatory documents: Latest CSD report, bank confirmation letter (not older than 3 months), VAT registration number, and proof of tax compliance (SARS TCS PIN or CSD number).
• Failure to submit any required document may result in disqualification.
• Bids must be delivered by the stipulated closing time; late bids will not be considered.

Evaluation is a three-stage process:

• Stage 1: Administrative Compliance – Mandatory submission of SBD1, SBD3.1, SBD4, SBD6.1, CSD report, and bank confirmation letter.
• Stage 2: Non-Negotiable Technical Compliance – Minimum 3 years’ experience in medical gas installation/repairs within a hospital environment (proof via job cards and COCs), registration of Medical Gas Artisan with SAQCC, adherence to SANS739-2009.
• Stage 3: Price and Specific Goals – Price carries 80 points, calculated as Ps = 80 × (Pmin / Pt). Specific Goals carry 20 points allocated as: HDI Ownership (20%), Women Ownership (10%), Youth Ownership (10%), Disability Ownership (10%), Military Veterans Ownership (10%), Locality Ownership (30%). Submit supporting proof (CIPC certificates, municipal accounts, etc.). Fraudulent claims may lead to disqualification and legal action.

Scope of work for a 24-month rate-based contract:

• Emergency repairs, planned preventive maintenance, installation of new medical gas points, standby duties (30-minute on-site response time), supply of materials, and staff training for Frere Hospital’s medical gas reticulation system.
• Non-negotiable requirements:

• Minimum 3 years’ experience in medical gas trade within a hospital environment (submit job cards and COCs as proof).
• Proof of SAQCC registration for medical gas artisans.
• All work must comply with SANS 739-2009.
• Work only commences after receiving an official CEMIS Works Order.
• All completed work requires a Certificate of Compliance (COC).
• Copper piping must be medical grade Class 1 (or as specified).
• Leftover materials become hospital property.

• Documentation per job: Quotation with bill of quantities, signed job card, and COC.

• All goods and services must comply with SANS 739-2009 and other specified standards.
• Medical-grade copper piping (Class 1 or as specified) is required.
• A Certificate of Compliance (COC) is required for all completed work.
• Premises must be open for inspection during production/execution.
• Pre-bidding testing costs are the bidder’s responsibility.
• If inspections reveal non-compliance, the supplier bears all costs and may face rejection of supplies/services.
• Rejected items must be replaced at the supplier’s expense.
• Packaging must prevent damage during transit.
• Documentation must include CEMIS Works Order numbers, job cards, and COCs.

• Submit a detailed Pricing Schedule (SBD 3.1) with firm prices for all listed items.
• Only firm prices are accepted; non-firm prices will disqualify the bid.
• Quotation validity: Minimum 90 days from closing date.
• Pricing must cover: Medical-grade copper tubing (various diameters), Nipco fittings (elbows, tees, connectors, bends, reducers), ball valves, welding consumables, Gabler rails, valve boxes, vacuum jars/traps, pipe hangers, pigtails, regulators, flow meters, multi-stage regulators, leak test spray, automatic change-over panels (Oxygen, Medical Air, Nitrous Oxide), labour rates (normal/after-hours), and unspecified materials (15-25% mark-up).
• All prices must include VAT and other applicable taxes.
• Delivery costs must be included in the bid price.

• Submit a completed and signed Pricing Schedule (SBD 3.1) with firm prices for all listed items. Non-firm prices (e.g., subject to exchange rate fluctuations) will disqualify the bid.
• Pricing must cover all items in the provided list: medical-grade copper tubing, Nipco fittings, ball valves, regulators, labour rates, etc.
• Quotation validity: Minimum 90 days from closing date.
• Payment terms: 30 days after invoice submission accompanied by a delivery note.
• All applicable taxes (VAT, etc.) must be included in prices.
• For copper products, if price increases exceed 15% from the quoted value, submit proof for a proportional adjustment.
• Unspecified materials: Cost-plus mark-up of 15% to 25%.

• Tax Compliance: Submit SARS TCS PIN (apply via e-Filing at www.sars.gov.za) or provide CSD number if TCS PIN unavailable. Foreign suppliers may be exempt if they have no RSA presence (complete the provided questionnaire).
• CSD Registration: Latest CSD report must be submitted.
• B-BBEE: Claim Specific Goals points for HDI, Women, Youth, Disability, Military Veterans, and Locality Ownership. Submit proof: CIPC certificates with ID numbers, municipal accounts or lease agreements for locality.
• Professional Registration: SAQCC registration for medical gas artisans is mandatory.
• Exclusions: Bids from state employees, companies with state-employed directors, or close corporations with state-employed members will be disqualified.
• Submit Declaration of Interest (SBD4) and Certificate of Independent Bid Determination.

• Adhere to all OHASA regulations while working at Frere Hospital.
• Standby duties require a 30-minute on-site response time; calls are dispatched via the Medical Gas Supervisor/Manager.
• Work only commences after the Clinical Engineering Manager issues an official CEMIS Works Order.
• All work must be inspected and signed off by the end-user and Medical Gas Supervisor/Manager.
• Leftover materials must be handed to the Medical Gas Supervisor/Manager.
• Ensure safe handling of medical gases and equipment.
• Compliance with hospital safety protocols is mandatory.

• Contract duration: 24 months.
• Maximum contract value: R1 million.
• Payment terms: 30 days after invoice submission.
• Prices must remain firm for 24 months, with adjustments allowed only for copper if price increases exceed 15% (with proof).
• Work only starts after an official Works Order or Purchase Order is issued.
• Performance security may be required within 30 days of award.
• Termination may occur for default, insolvency, or force majeure.
• Penalties apply for delays (prime interest rate per day).
• Disputes to be resolved via mediation or South African courts.
• Applicable law: South African.
• No subcontracting without written consent.
• Supplier must notify purchaser of any delays and seek extensions.

• Evaluation follows a three-stage process:

• Stage 1: Administrative compliance – mandatory submission of SBD1, SBD3.1, SBD4, SBD6.1, CSD report, and bank confirmation letter.
• Stage 2: Non-negotiable technical compliance – 3+ years’ experience, SAQCC artisan registration, adherence to SANS739-2009.
• Stage 3: Price (80 points) and Specific Goals (20 points).

• Price scoring: Ps = 80 × (Pmin / Pt).
• Specific Goals allocation: HDI Ownership (20%), Women Ownership (10%), Youth Ownership (10%), Disability Ownership (10%), Military Veterans Ownership (10%), Locality Ownership (30%).
• Submit proof (CIPC certificates, municipal accounts, etc.) for claimed points. Fraudulent claims may result in disqualification, contract cancellation, or legal action.