For the placement of one (1) cataract machine for a two (2) year period at red cross war memorial children’s hospital.

Closing date: 13 November 2026 at 11:00

Technical enquiries deadline: no later than 14 working days before the closing date.

No briefing session or site visit is mentioned.

Bidding procedure enquiries:

• Contact: Mr. M. Kili
• Email: [email protected]

Technical enquiries:

• Contact: Dr. N. Freeman
• Email: [email protected]

All enquiries must be in writing via email, in English. Responses issued via addendum if needed.

Submission address:

Red Cross War Memorial Children's Hospital

Supply Chain Management, Room 1C

Administration Building

Klipfontein Road

Rondebosch, 7700

Submission method: physical delivery only. No faxed, emailed, or electronic submissions accepted.

• Deliver to: Red Cross War Memorial Children's Hospital, Supply Chain Management, Room 1C, Administration Building, Klipfontein Road, Rondebosch, 7700, or deposit in the bid box in the foyer of the Administration Building, main entrance, Klipfontein Road, Rondebosch, 7700.
• Bid box accessible Monday to Friday 07h30–15h30, excluding public holidays.
• Sealed envelope marked with: bid number RCCH17/2025, description, closing date 13 November 2026, closing time 11:00, and bidder name.
• Bids must be submitted on official forms, not re-typed. Only original, signed documents considered.
• Each page of the bid, including attachments, numbered consecutively in the top right-hand corner.
• Bid must remain valid for at least 120 calendar days from closing date.
• Late bids, regardless of cause, will not be accepted.

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

• WCBD 1 (The Bid): Parts A and B; failure to complete and sign both disqualifies.
• General Conditions for Completing and Submitting Bid Documents: formal compliance response required.
• Section A – Evaluation Criteria.
• Note to Bidders.
• General Conditions of Contract.
• Occupational Health and Safety Agreement (OHS Act Section 37(2)): failure to submit duly completed and signed renders bid non-responsive.
• WCBD 3.1 – Specification/schedule of offers.
• WCBD 4 – Declaration of interest.
• WCBD 6.1 – form to claim B-BBEE points.
• Sworn Affidavit – B-BBEE Qualifying Small Enterprise (if applicable).
• B-BBEE Certificate (valid original or certified copy).
• All pages of the Bid Terms of Reference (ToR).
• Proof of authority to sign (e.g., company resolution).

Disqualification risks:

• Any returnable form omitted, incomplete, or unsigned.
• Non-compliance with submission format, labeling, packaging, or delivery requirements.
• Responses marked "Noted" are treated as "Comply"; incomplete or ambiguous responses may lead to exclusion.

Evaluation stages:

• Stage 1: Compliance with bid specifications and requirements (CSD registration, timely submission, complete documentation).
• Stage 2: Clinical Evaluation – bidders may be required to bring the machine for evaluation or provide transport for the committee to a site where the machine is in use.
• Stage 3: Preferential procurement evaluation using the 80/20 system (80 points price, 20 points specific goals).

Preference points:

• Only B-BBEE status on WCBD 6.1 applies; a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) must accompany the form.
• Bids must be found acceptable before preference points are allocated.

Award:

• Based on compliance with mandatory requirements and specifications (clinical acceptability), then price and preference points.
• Department may award in part or in whole, and may negotiate price revisions and service delivery.

Scope: placement of one (1) cataract machine for a two (2) year period at Red Cross War Memorial Children's Hospital.

Intended use: surgical procedures in the anterior segment and anterior vitreous of paediatric eyes, for patients aged 6 weeks to 13 years, including complex paediatric cataracts (e.g., thickened lens capsule, hard nucleus in Rubella Cataract).

Required functions:

• Full-feature surgery system for anterior segment and anterior vitreous.
• Irrigation and Aspiration (I/A).
• Bipolar diathermy for coagulation and coaptation of conjunctiva.
• 23 Gauge vitrectomy function.
• Extraction of viscoelastic substances.
• Maintenance of intra-ocular pressure and stable anterior chamber in neonatal and paediatric eyes.

Electrical and safety:

• Operates on standard SA 220V/50Hz with dedicated three-prong plug.
• Protection class 1; CE Class IIb (Rule 9.2, 11.2); applied parts non-earthed type BF (ISO, CE, IEC).
• Noise level below 70dB; audible modes and aspiration port position indicator.

Standards and registration:

• Must meet or exceed international medical device standards (ISO, CE, IEC); proof required.
• Valid SAHPRA certificate as manufacturer, distributor, or wholesaler of medical devices (or valid MCC certificate). Proof of application not accepted.

Delivery and installation:

• Bidder responsible for delivery, installation, testing, calibration, and commissioning at no additional cost.
• Machine must be installed and fully operational without extra charges.

Maintenance and support:

• Bidder responsible for all maintenance and repairs during the 2-year contract, per manufacturer's plan.
• Service technician onsite within 24 hours of fault report.
• Spares turnaround less than 24 hours.
• Machine replaced with similar unit within 3 days if breakdown cannot be repaired.
• Technicians accessible within 24 hours; bidder to state location and support plan.

Training:

• Comprehensive training for hospital staff (User Department and Clinical Engineering) on operation, maintenance, troubleshooting, cleaning, and safety.
• At least two theatre slates per consultant surgeon; at no extra cost.

Spare parts:

• Availability of spare parts, accessories, and consumables for at least 10 years after procurement.
• Only certified brand name parts accepted.

Consumables:

• Provide detailed pricing for consumables for: 1) lens washout only, 2) lens washout with anterior vitrectomy (23 gauge), 3) anterior vitrectomy only (23 gauge).

Other:

• Include illustrative brochures.
• State brand name and model.
• State launch date of latest software, next model release, spare parts policy after production stops, and exchange rate used.
• Optional accessories must be described and priced separately.
• Deviations must be fully explained; material deviations may affect acceptance.

Bidder responsible for delivery, installation, testing, calibration, and commissioning at no additional cost.

Training: comprehensive for hospital staff (User Department and Clinical Engineering) on operation, maintenance, troubleshooting, cleaning, and safety; at least two theatre slates per consultant surgeon; at no extra cost.

Provide training schedule and user manuals.

Bidding company must have technicians accessible and available within 24 hours; clarify where technicians are based and technical support plan.

Equipment must meet or exceed international medical device standards (ISO, CE, IEC) for quality and safety; proof required.

Valid SAHPRA or MCC certificate required.

Bid evaluation committee will assess deviations; minor deviations allowed if they do not compromise functionality, safety, or performance.

Bidder must provide illustrative brochures to verify compliance.

Firm prices only; all prices inclusive of VAT and firm in Rand.

Provide unit price per case and price for 60 cases per year for each procedure type (lens washout only; lens washout + anterior vitrectomy; anterior vitrectomy only).

Total pricing for Year 1 and Year 2, plus grand total for two-year period.

Placement of machine: no cost.

Optional extras and exclusions priced separately.

All delivery, installation, commissioning, demonstration, and operational placement costs included in bid price.

Pricing format:

• Firm prices only; non-firm prices (including exchange rate variations) not considered.
• All prices inclusive of VAT and firm in Rand.
• Offer valid for 120 days from closing date.

Pricing schedule (WCBD 3.1):

• Provide unit price per case and price for 60 cases per year for each procedure type:

1. One lens washout only
2. Lens washout + anterior vitrectomy with 23 gauge vitrectomy probe
3. Anterior vitrectomy only (visual axis clearing) with 23 gauge vitrectomy probe

• Total pricing for Year 1 and Year 2, plus grand total for two-year period inclusive of VAT.
• Placement of the cataract machine itself: no cost.
• Estimated usage up to 60 cases per year; quantities are indicative and may vary.
• All costs for delivery, installation, commissioning, demonstration, and operational placement must be included in bid price.

Payment:

• Payment within 30 days from receipt of valid and correct invoice.
• Payments by EFT where possible; banking details required for LOGIS, BAS, CSD registration.

CSD registration:

• Must be registered on Central Supplier Database at bid closing and at award; provide MAAA number and CSD report.
• Self-registration at www.csd.gov.za.

Tax compliance:

• Tax status verified electronically via CSD; non-compliant bidders given 7 working days to resolve.
• Joint ventures, consortia, sub-contractors: each party must be CSD-registered and individually tax compliant.
• Foreign bidders not on CSD may need SARS Tax Clearance or equivalent from home authority.

B-bbee:

• Only B-BBEE status on WCBD 6.1 applies; valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points.
• B-BBEE certificate must be issued by SANAS-accredited verification agency.

OHS:

• Complete and submit OHS Act Section 37(2) Agreement; failure renders bid non-responsive.
• Must be registered with Compensation Commissioner or insured with approved licensed compensation insurer.

Sahpra:

• Valid certified copy of SAHPRA certificate (manufacturer, distributor, or wholesaler of medical devices) or valid MCC certificate; proof of application not accepted.

Conflict of interest:

• No bids from persons in service of the state, companies with directors in service of the state, or close corporations with such members.

Foreign suppliers:

• Must complete questionnaire on residency, branch, permanent establishment, income, and tax liability in RSA.

Only B-BBEE status on WCBD 6.1 applies to evaluation, not CSD status.

Must complete and submit WCBD 6.1.

Valid B-BBEE certificate (SANAS-accredited) or sworn affidavit (for EMEs/QSEs) required to claim preference points.

OHS Act Section 37(2) Agreement must be completed and submitted; failure renders bid non-responsive.

Contractor must comply with OHS Act and regulations, provide written Health and Safety Policy, appoint a competent person to oversee compliance, conduct risk assessments, and ensure employee training.

Must be registered with Compensation Commissioner or insured with approved licensed compensation insurer.

Subcontractors must enter into separate OHS agreements.

Contract form: successful bidder must complete and sign WCBD 7.1 (Contract Form – Purchase of Goods/Works/Services).

Service Level Agreement: successful bidder must enter into an SLA with the hospital.

Contract period: two years.

Ownership: machine remains property of supplier throughout contract; supplier must remove it at no cost to RCWMCH at end or termination.

Performance monitoring: bi-monthly control checklist; supplier representative to visit hospital every 2 weeks for inspections; performance monitored on timeliness, quality, response times, uptime, staff feedback, and consumable delivery.

Invoices: supplier must provide invoices for auditing purposes.

Payment: within 30 days of valid invoice.

Department rights: may cancel bid, not accept lowest or any bid, terminate participation, amend process or dates, extend or expand contract on written request.

Corruption: reporting hotline 0800 701 701 for corrupt, fraudulent, or collusive actions.

Successful bidder must complete and sign WCBD 7.1 contract form.

Subject to General Conditions of Contract (GCC) and any Special Conditions.

Must enter into Service Level Agreement.

Machine remains supplier's property; removal at no cost to RCWMCH at end or termination.

Department may negotiate price revisions, increases, and service delivery.

CSD registration at bid closing and at award.

Tax compliance verifiable on CSD; 7 working days to resolve non-compliance.

OHS Act Section 37(2) Agreement must be submitted.

Valid SAHPRA or MCC certificate required.

Spare parts, accessories, and consumables available for at least 10 years after procurement.

Only certified brand name parts accepted.

Bidder must state brand name and model, and provide price breakdown for all components.

Three-stage evaluation: Stage 1 compliance (CSD, timely submission, complete documents); Stage 2 clinical evaluation (machine brought for evaluation or site visit arranged by bidder); Stage 3 preferential procurement using 80/20 system (80 price, 20 specific goals).

Subject to Preferential Procurement Policy Framework Act and Regulations 2022.