Supply and delivery of medical supplies — 36-Month framework contract (PRASA)

Closing date: 30 September 2026 at 12:00.

No briefing or site visit is stated.

Enquiries:

• Contact: Lindeni Cele
• Telephone: 031 813 0105
• Email: [email protected]

Complaints:

• Email: [email protected]

Submission address:

65 Masabalala Yengwa Avenue

PRASA Regional Office Foyer Area

Helpdesk, PRASA SCM

KwaZulu-Natal

Submission method: physical deposit into Bid Box 7.

Submission address:

65 Masabalala Yengwa Avenue

PRASA Regional Office Foyer Area

Helpdesk, PRASA SCM

KwaZulu-Natal

Closing time: 30 September 2026 at 12:00.

Bids must be submitted on the official forms provided, not re-typed, and enclosed in a sealed envelope.

Late bids will not be accepted.

Returnable documents (mandatory, failure to submit leads to disqualification):

• Signed submission register (filled and signed on submission).
• Fully completed Bill of Quantities (BOQ).
• Proof of SAHPRA licence.

Other returnable documents (may be requested within 3 working days if missing):

• Valid SARS PIN.
• All RFP documentation and declarations completed.
• Joint Venture/Consortium/Partnering/Subcontract Agreement signed by all parties, indicating the leading bidder (if applicable).
• CSD supplier registration number.
• CIPC certificate/registration document.
• Certified ID documents of company owners/directors.

Disqualification risks:

• Any attempt to canvass SCM officers or PRASA employees between closing and award.
• Changes to the quotation after closing date and time.
• Including documents or references relating to any other quotation or proposal.

Evaluation stages:

Stage 1A – Mandatory requirements (disqualification if not met):

• Signed submission register.
• Fully completed BOQ.
• SAHPRA licence proof.

Stage 1B – Other mandatory requirements (3 working days to provide if missing):

• Valid SARS PIN.
• All RFP documentation and declarations.
• Joint Venture/Consortium/Partnering/Subcontract Agreement (if applicable).
• CSD registration number.
• CIPC certificate.
• Certified ID documents of owners/directors.

Stage 2 – Price and Specific Goals (80/20 preference point system):

• Price: 80 points.
• Specific Goals: 20 points.
• Total: 100 points.

Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price under consideration and Pmin is the lowest acceptable tender price.

Specific goals (20 points):

• B-BBEE contributor status level 2 or above: 10 points (evidence: B-BBEE certificate or sworn affidavit).
• EME or QSE with 51% Black ownership: 10 points (evidence: CIPC or affidavit, audited annual financial statements or B-BBEE certificate).

If proof for specific goals is not submitted, no preference points are awarded.

PRASA may negotiate a market-related price with the highest scoring bidder, then the second and third, if the quoted price is not market-related. If no agreement, the RFQ is cancelled.

Scope: Supply and delivery of medical supplies for 36 months, as and when required, to ensure the PRASA clinic has sufficient medication for employees.

The Bill of Quantities lists 96 items of medical supplies, including:

• Wound care: elastoplast, Transpore, cotton wool balls, sterile gauze, gauze swabs, crepe bandage, Jelonet, Betadine ointment.
• Medications: analgesics (Disprin, Panado, Brufen, Declofenac), antibiotics (Amoxyl, Erythromycin, Flucloxaciline, Bactrim), cardiovascular (Amlodipine, Hydrochlorothiazide), respiratory (Salbutamol, Aminophylline), gastrointestinal (Buscopan, Maxolon, Flagyl), and others.
• Injectables and IV fluids: Plasmalyte, Sodium chloride, 5% dextrose saline, Normal saline, Adrenaline, Atropine, Calcium gluconate.
• Diagnostics: Accu-Chek glucose strips, cholesterol strips, urine test sticks.
• Consumables: syringes, needles, gloves, alcohol swabs, Tegaderm, eye patches.

Quantities are indicated as 1 unit per item per year for three years (Year 1, Year 2, Year 3).

Bidders must quote all items listed on the BOQ.

Pricing must be in South African Rand inclusive of taxes, firm prices, BOQ completed in line with schedule, cost breakdown indicated, price escalation basis stated, pricing strictly per schedule. Bill of Quantities lists medical supplies with quantities for three years.

Pricing format:

• Prices must be quoted in South African Rand, inclusive of all applicable taxes.
• Prices are firm (fixed) for the contract period.
• Pricing must be submitted strictly in accordance with the provided pricing schedule/BOQ; deviation may render the bid non-responsive.
• Cost breakdown must be indicated.
• Price escalation basis and formula must be stated.
• Discounts are only considered at the final evaluation stage, on an unconditional basis.

Payment terms:

• Payment within 30 days of receipt of a correct tax invoice.
• No advance payment.
• Invoices must include the contract number and purchase order number, and be accompanied by supporting documents and a statement.
• Only written instructions from authorised PRASA employees are accepted for payment.

No bid security, bonds, or guarantees are stated.

Mandatory compliance:

• Valid CSD registration (Central Supplier Database) – business may not be awarded without it.
• Valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; if no PIN, a CSD number suffices.
• SAHPRA licence (proof attached).
• CIPC registration certificate.
• Certified ID documents of company owners/directors.
• Bidders must not be persons in the service of the state, nor have directors/members who are.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are disqualified.
• B-BBEE: specific goals claim requires proof – B-BBEE certificate or sworn affidavit for level 2 or above; CIPC/affidavit for 51% Black-owned EME/QSE.
• Foreign suppliers: must complete the foreign supplier questionnaire; if not resident in RSA, no SARS PIN required.

Contract duration: 36 months.

PRASA General Conditions of Purchase apply.

Warranty: items must be free from defects for one year from acceptance (unless otherwise stated in the order).

Indemnity: supplier indemnifies PRASA against claims arising from supplier's negligence, IP infringement, or breach of statutory duty.

Assignment and sub-contracting: only with PRASA's prior approval; the successful bidder remains liable for performance.

Governing law: South African law, non-exclusive jurisdiction of South African courts.

Termination: PRASA may cancel the contract at any time if the supplier does not perform according to the agreement.

Appointment of another bidder: PRASA may appoint the next ranked bidder if the successful bidder fails to sign the contract within 14 days, fails to provide security, fails to meet a condition precedent, or negotiations fail.

Late delivery may be subject to penalty if imposed in the order/contract.

PRASA may appoint another bidder if the successful bidder fails to sign contract within 14 days, fails to provide security, fails to meet condition precedent, or negotiations fail. PRASA may negotiate market-related prices with highest scoring bidder and subsequent bidders if price not market-related.

Pre-qualifying criteria: valid CSD membership certificate, tax clearance, and quoting all items on the BOQ. Mandatory requirements: sign submission register, complete BOQ, attach SAHPRA licence. Other mandatory requirements: valid SARS PIN, completion of all RFP documentation, joint venture/consortium agreement if applicable, CSD registration number, CIPC certificate, certified ID documents of owners/directors.

Evaluation: Stage 1 compliance and mandatory requirements, Stage 2 price (80 points) and specific goals (20 points). 80/20 preference point system applies. Price scored using formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: B-BBEE level 2 or above (10 points), 51% Black Owned EME/QSE (10 points).