Panel of pharmaceutical wholesalers/distributors for ssa pharmacy – 5-Year contract

The State Security Agency (SSA) seeks to appoint a panel of experienced pharmaceutical wholesalers and/or distributors to provide pharmaceutical medicines to the SSA Pharmacy at Rietvlei, Pretoria, for a period of five (5) years. The wholesaler will be responsible for the effective and efficient safe handling, storage, and distribution of pharmaceutical products, ensuring quality of the process.

Closing date: 14 October 2026 at 11:00.

No compulsory briefing session.

Enquiries must be received at least two (2) days before the closing date.

There will not be a compulsory briefing session for this tender.

Enquiries:

• Contact: Tondi Mdunge
• Telephone: +27 (12) 427 5070
• Email: [email protected]

Submission address:

Reception

R50 Delmas Road

Musanda Complex

Joe Nhlanhla Road

Submission method: sealed envelope deposited in the bid box at the address below, before closing time.

Address: Reception, R50 Delmas Road, Musanda Complex, Joe Nhlanhla Road.

Envelope must bear the bid number (SSA/13/2026-27), bid description, and closing date.

Bids must be submitted on the official forms provided, not retyped.

Late bids will not be accepted.

Returnable forms (all must be completed, signed, and submitted):

• SBD 1 (Invitation to Bid): cover page with bidder details and signature.
• Schedule A (General Conditions of Contract): acknowledged.
• Schedule B (SBD 2, Tax Clearance Certificate): original and valid at submission.
• Schedule C (SBD 3.2, Pricing Schedule – non-firm prices): detailed quotation on company letterhead.
• Schedule D (SBD 4, Bidder's Declaration): discloses any connection to the state or procuring institution.
• Schedule E (SBD 6.1, Preference Points Claim): claims B-BBEE points; for JV, agreement signed by both parties.
• Schedule F (Qualifications and Experience): details of relevant experience and key personnel.
• Schedule G (Organizational Type): details of partners/members/directors.
• Schedule H (Organizational Structure): organogram and structure.
• Schedule I (Details of Nearest Office): nearest office in the province.
• Schedule J (Financial Particulars): latest audited financial statements.
• Schedule K (Security Clearance Requirements): completed.
• Proof of CSD registration (CSD number).
• For consortia/JVs: each member must submit all mandatory documents, separate tax compliance status, and a consolidated B-BBEE certificate.

Disqualification risks:

• Any required form omitted or unsigned.
• Failure to provide a detailed pricing proposal.
• Bids from persons in the service of the state, or companies with directors in the service of the state.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers.

Evaluation in three phases:

Phase 1 – Submission checklist: all essential documents must be present.

Phase 2 – Mandatory evaluation (failure = non-responsive):

• Single Exit Price compliance.
• South African Pharmacy Council registration.
• Statutory warehouse regulations/certification (SAHPRA or equivalent).

Phase 3 – Functional evaluation (minimum qualifying score: 60/100):

• Locality: 0–15 points (0–100 km = 15; 100–150 km = 10; no submission = 0).
• Full range of ethical drugs with minimum out of stocks (provide three references): 0–30 points (full range = 30; 50% = 15; no submission = 0).
• Deliveries daily/everyday: 0–20 points (twice a day = 20; once a day = 10; no delivery = 0).
• Business standing in pharmacy: 0–20 points (more than 10 years = 20; 5–10 years = 10; less than 5 years = 0).
• Insurance coverage of wholesale premises: 0–5 points (proof provided = 5).
• Credit return policy: 0–10 points (no handling fees = 10; handling fees = 0).

Preference points: 90/10 system (90 points price, 10 points specific goals).

The State Security Agency (SSA) requires a panel of experienced pharmaceutical wholesalers and/or distributors to supply medicines to the SSA Pharmacy at Rietvlei, Pretoria, for five (5) years.

Scope:

• Provide medicines prescribed by doctors for SSA members, as and when required.
• All medication sourced using the Single Exit Price (SEP).
• All medicines registered on the MIMS document (updated monthly) must be available, including bulk buying.
• Delivery within three (3) hours of order placement.
• One or two deliveries daily.
• Company must have the full range of ethical drugs.
• Companies must be located within Gauteng.
• Deliveries must conform to cold chain requirements where applicable; normal storage conditions (21°C) must not be exceeded.
• Labels and package inserts must comply with the Medicines and Related Substances Act.
• All solutions and injectable preparations must be supplied sterile.
• Containers must withstand handling, transportation, prevent leakage, and protect from environmental conditions.
• Medication must be acceptable to SSA at point of delivery.

Panel utilisation:

• Service providers rotated and business distributed equally; preference given to wholesaler with stock on hand.
• Tender value divided equally among winning panel on a rotational basis per financial year.
• SSA may reduce panel to not less than two suppliers if full complement of three is not suitable.

Service providers on the panel will provide medicines prescribed by doctors for SSA members.

All medication sourced using the Single Exit Price (SEP).

All medicines registered on the MIMS document (updated monthly) must be available, including bulk buying.

Delivery within three (3) hours of order placement, with one or two deliveries daily.

Companies must have the full range of ethical drugs and be located in Gauteng.

Deliveries must conform to cold chain requirements where applicable; normal storage conditions (21°C) must not be exceeded.

Labels and package inserts must comply with the Medicines and Related Substances Act.

All solutions and injectable preparations must be supplied sterile.

Containers must withstand handling, transportation, prevent leakage, and protect from environmental conditions.

Medication must be acceptable to SSA at point of delivery.

Bidders must submit detailed information on experience in the relevant trade, including present contracts, on Schedule F.

Provide details of qualifications of the project manager and key personnel.

For partnerships, close corporations, or companies, submit certificates with names, ID numbers, and addresses of partners, members, or directors.

Provide details of nearest office base in the province (Schedule I) and financial particulars (Schedule J).

Submit a detailed quotation or price proposal on company letterhead.

Offer valid for 150 days from closing date.

All delivery costs must be included in the bid price.

Failure to provide a detailed pricing proposal disqualifies the bid.

Prices subject to rate of exchange variations; provide particulars of financial institution, currencies used, and portions subject to exchange rate variations.

Pricing:

• Submit a detailed quotation or price proposal on company letterhead.
• Offer valid for 150 days from closing date.
• All delivery costs must be included in the bid price.
• Prices subject to rate of exchange variations; provide particulars of financial institution, currencies used, and portions subject to exchange rate variations.
• Failure to provide a detailed pricing proposal disqualifies the bid.

Financial particulars:

• Submit latest audited financial statements (Schedule J).

Tax compliance:

• Must be tax compliant with SARS; submit a valid Tax Clearance Certificate (SBD 2) or TCS PIN.
• If no TCS PIN, provide CSD number.
• For consortia/JVs, each party must submit separate tax clearance.
• Tax clearance and B-BBEE certificates must be renewed every 12 months and submitted to SCM.

CSD registration:

• Must be registered on the Central Supplier Database (CSD).

B-bbee:

• Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to claim preference points.
• For consortia/JVs, each party must submit a B-BBEE certificate; preference points only awarded on consolidated certificate.

Pharmacy-specific:

• Compliant with South African Medicines Control Council (MCC) per Medicines and Related Substances Act [22c(1)(b)].
• Medicines offered must be registered under Section 15 of the Act.
• Submit certified copy of valid registration as responsible pharmacist with South African Pharmacy Council.
• Statutory warehouse regulations/certification (SAHPRA or equivalent).

Other:

• Not be persons in the service of the state, nor companies with directors who are.
• Not listed on Register for Tender Defaulters or List of Restricted Suppliers.
• For partnerships/CCs/companies, submit certificates with names, ID numbers, and addresses of partners/members/directors.

Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.

For consortia/joint ventures, each party must submit a B-BBEE certificate; preference points only awarded when a consolidated B-BBEE certificate is submitted.

Tax clearance and B-BBEE certificates must be renewed every 12 months and submitted to Supply Chain Management.

Deliveries must conform to cold chain distribution requirements where applicable; normal storage conditions (21°C) must not be exceeded.

All solutions and injectable preparations must be supplied sterile.

Containers must withstand handling, transportation, prevent leakage, and protect from environmental conditions.

Medication must be acceptable to SSA at point of delivery.

Contract period: five (5) years.

SSA may withdraw any services, terminate any party's participation, or accept/reject any response without liability.

SSA assumes no obligation for bidder costs incurred in the bid process.

Bid information is restricted and must be used only for the bid; bidders may be subject to security clearance before commencement.

SSA makes no warranty as to accuracy of information; bidders should conduct independent analysis.

Collusive bidding is prohibited under the Competition Act.

SSA reserves the right to request clarification, amend the bidding process, and reject all responses.

Contract period: five (5) years.

Security clearances: bidder's employees and sub-bidders must hold valid security clearances to the level determined by SSA at all times during the contract period. Cost of clearances is for the bidder's account.

Vendors must supply and maintain a list of personnel indicating clearance status.

Negative or failure of security clearance or vetting may lead to cancellation of the contract.

Bidders and sub-bidders will be re-vetted for every event during the contracting period (3 years).

Mandatory requirements: compliance with South African Medicines Control Council (MCC) per Medicines and Related Substances Act [22c(1)(b)]; medicines offered must be registered under Section 15 of the Act; submit certified copy of valid registration as responsible pharmacist with South African Pharmacy Council; mandatory evaluation includes compliance with Single Exit Price, South African Pharmacy Council registration, and statutory warehouse regulations/certification (SAHPRA or equivalent).

Bids evaluated in three phases: Phase 1 – submission checklist; Phase 2 – mandatory evaluation; Phase 3 – functional evaluation. Functional evaluation: minimum qualifying score 60/100. Scoring: locality (0–15), full range of ethical drugs (0–30), deliveries daily (0–20), business standing (0–20), insurance coverage (0–5), credit return policy (0–10). Total technical points 100.