Repairs, maintenance and calibration of medical equipment for eastern cape department of health facilities (36 months)

Closing date: 13 November 2026 at 11h00.

Bid briefing (non-compulsory, virtual via MS Teams): 27 October 2026 at 10h00.

• Join link: https://teams.microsoft.com/meet/351703104175795?p=tfYVFgzUGMYO079g1c
• Meeting ID: 351 703 104 175 795
• Passcode: nJ3tR7UU

Clarification requests must be submitted in writing no later than 5 days before the closing date (i.e., by 8 November 2026).

A non-compulsory virtual bid briefing session will be held on 27 October 2026 at 10h00 via MS Teams.

Join link: https://teams.microsoft.com/meet/351703104175795?p=tfYVFgzUGMYO079g1c

Meeting ID: 351 703 104 175 795

Passcode: nJ3tR7UU

The session gives bidders an opportunity to interact with the Purchaser so that the price schedule and other information are correctly completed and bids become responsive.

All prospective bidders are invited; attendees complete an attendance register.

Enquiries (bidding procedure and technical):

• Contact: Nyanisa Mqongwana
• Email: [email protected]
• Telephone: 040 608 9547

Submission: online via the National Treasury e-Tender portal (www.etenders.gov.za).

No bidder may contact the Purchaser on any matter relating to its bid between bid opening and contract award; any attempt to influence evaluation or award decisions will result in rejection of the bid.

Submission method: online via the National Treasury e-Tender portal (www.etenders.gov.za).

Closing: 13 November 2026 at 11h00.

All bids must be submitted on the official forms provided, not re-typed.

Returnable forms (Part G) — all must be completed, signed and submitted with the bid:

• Form No.1 Authorisation to Sign: proof of authority to bind the bidder.
• Form No.2 Authorisation Declaration: required if sourcing goods/services from a third party; failure invalidates the bid for those goods/services.
• Form No.4 Declaration of Interests (SBD 4): discloses whether any director/shareholder is employed by the state or connected to the department.
• Form No.5 Personnel Strength Assessment Form.
• Form No.6 Joint Venture Disclosure Form: required for consortium/JV bidders.
• Form No.7 Preference Points Claim Form (SBD 6.1): claims specific goals points.
• Form No.8 Contractual Agreement.

Part H schedules A to F must also be submitted, including the completed Pricing Schedule (Schedule F).

Returnable schedules:

• Schedule A: Functionality Evaluation Criteria
• Schedule B: Response Times for Reactive Maintenance
• Schedule C: Proposed Personnel Fees (Labour Rates)
• Schedule D: Labour Rates Pricing Schedule
• Schedule E: Equipment risk and complexity
• Schedule F: Summary Rates Table

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to complete all prices, mandatory response fields and item questionnaires on the pricing schedule.
• Setting counter conditions or amending bid conditions.
• Bid validity shorter than 90 days from closing date.
• Bids received after the closing time.

Evaluation is staged.

Stage 1: Administrative requirements — not scored; failure of any mandatory item disqualifies the bid. Mandatory items include CSD registration, tax compliance status, SBD 6.1 preference claim, JV agreement (where applicable), SBD 4 declaration, and attendance of the non-compulsory briefing.

Stage 2: Functionality requirements — verification of compulsory returnable documents (Part G). Bidders must submit:

• Annexure A: Accreditation Schedule — equipment the bidder is accredited by the manufacturer to repair, service and supply spares for in the Eastern Cape.
• Annexure B: Summary Labour Rates Table — all accredited equipment per model in all Eastern Cape facilities; failure to comply disqualifies the bid.
• Annexure C: Maintainability and Serviceability — personnel (clinical engineers/technicians) with qualifications, manufacturer certificates, experience records, on-the-job proof of certification, and minimum 3 contactable references; each technician must have at least 3 years' experience in a clinical engineering environment. Failure to submit leads to disqualification.

Price is adjudicated on the 80/20 preference point system:

• Maximum 80 points for price, calculated as Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the comparative price of the bid under consideration and Pmin the lowest acceptable bid.
• Maximum 20 points for Specific Goals status level of contribution.

Specific Goals points (of 20):

• Historically Disadvantaged Individuals — Race 40% (8 points)
• Women 20% (4 points)
• Disability 20% (4 points)
• Youth 10% (2 points)
• Locality based 10% (2 points)

Points are rounded to two decimals.

Bidders must complete and sign the declaration part of SBD 6.1 and submit Specific Goals verification documents by closing date/time; failure means zero preference points.

The Purchaser reserves the right to negotiate further with preferred bidders (better functionality, better access/availability of support services, standardisation opportunities, prices above target range) and to split-award contracts per item or per health service region.

Split-award between two contractors:

• Equal points: 50/50
• 0.1–5% difference: 70/30
• 5.1–10% difference: 80/20

Multiple awards limited to a maximum of four contractors per item; the same make/model line item will not be awarded to more than one bidder.

Where bids are equal in all respects, award is decided by drawing of lots.

A contract may be awarded to a bid that did not score the highest points on reasonable and justifiable clinical benefits.

Scope: repairs, maintenance and calibration of medical equipment for all public health facilities of the Eastern Cape Department of Health, across all 8 health district municipalities.

Services required:

• Emergency equipment repairs
• Unplanned equipment repairs
• OEM scheduled maintenance
• Access to equipment spare parts, accessories and consumables
• Application support and user training
• Maintenance training for selected medical equipment
• Supply of spare parts as required

Contract period: 36 months.

The Purchaser seeks to appoint the original equipment manufacturer (OEM) and/or accredited service vendors (ASVs) for all equipment models offered.

The successful bidder will repair, maintain and calibrate equipment at the facilities where it is placed, and supply spares, accessories and consumables.

Deliveries are DDP (Delivered Duty Paid) to the health facility.

Goods supplied must conform to Radiation Control standards, guidelines and procedures.

The Contractor shall supply the goods and perform the services and its other obligations in accordance with the law of the Republic of South Africa and the Contract.

If the Contractor is aware of a conflict, it must inform the Purchaser and the parties will discuss in good faith and agree how the services should be performed.

The Contractor must determine the cost of providing the goods and services required under the Contract and provide sufficient funding to meet those anticipated costs, and must ensure that appropriate equipment, tools and competent personnel are readily available to perform the activities described in the agreement.

Maintainability and Serviceability: the bidder must complete Annexure C listing the clinical engineers and/or clinical engineering technicians available to perform maintenance services for the equipment technology offered.

Qualifications and manufacturer certificates must be attached as proof, together with personnel experience records or resumes, on-the-job proof of certification, and a minimum of three contactable references.

Each listed technician must have a minimum of 3 years' experience in a clinical engineering environment.

Failure to submit these requirements leads to disqualification.

Goods supplied must conform to the standards stated in the bidding documents and technical specifications; in their absence, other relevant publications such as International Standards Organisation (ISO), European Standards, SANS, SABS and World Health Organisation (WHO) guidelines apply.

An acceptance inspection is performed before a device is put into use, either after initial receipt of new equipment or following other service activities such as a major repair, modification or overhaul.

The Purchaser may conduct supplier due diligence prior to award or at any time during the contract period, including site visits to service points and business premise inspections.

Goods and services are subject to inspection at any stage; the bidder's premises must be open at all reasonable hours for inspection by the Purchaser's representative.

Routine quality assurance inspections will be carried out by the Purchaser or a duly authorised Commissioning Agent; costs of inspections are borne by the Purchaser if goods/services comply, and by the Contractor if they do not.

Non-compliant goods or services may be rejected; rejected goods are held at the Contractor's cost and risk and must be removed and substituted immediately.

Bidders must complete all price details on the Pricing Schedule (Part H – Schedule F) and submit it with the bid; failure may invalidate the bid.

Prices must be furnished on the basis of supply, delivery, installation, commissioning and maintenance, including warranty, and must be inclusive of 15% VAT.

Pricing must be completed manually in clear black ink and signed; electronically completed submissions must be initialled on every page.

Prices and fees are firm for 12 months.

Imported content is priced using the Rate of Exchange (US Dollar) based on the South African Reserve Bank rate at 12:00 on the advertisement date.

ROE adjustment rules apply between quote date, order date and invoice settlement date, with a 5% tolerance rate; any request for price or ROE variation must be supported by documentary evidence.

All deliveries are DDP (Delivered Duty Paid) to the health facility.

Mark-up on spare parts is up to 30%.

Travel rates follow Department of Transport rates for vehicles up to a maximum of 2200cc; accommodation rates follow National Treasury regulation; labour rates follow Department of Public Service and Administration rates for consulting services.

Pricing format: complete all price details on the Pricing Schedule (Part H – Schedule F) and submit with the bid; failure may invalidate the bid.

Prices must be furnished on the basis of supply, delivery, installation, commissioning and maintenance, including warranty.

All bid prices must be inclusive of 15% VAT.

Pricing must be completed manually in clear black ink and signed; electronically completed submissions must be initialled on every page.

Prices and fees are firm for 12 months.

Imported content is priced using the Rate of Exchange (US Dollar) based on the South African Reserve Bank rate at 12:00 on the advertisement date.

ROE adjustment rules apply between quote date, order date and invoice settlement date, with a 5% tolerance rate; any request for price or ROE variation must be supported by documentary evidence (SARB rate printouts).

Mark-up on spare parts is up to 30%; the Purchaser may request documentation to that effect.

Travel rates follow Department of Transport rates for vehicles up to a maximum of 2200cc.

Accommodation rates follow National Treasury regulation.

Labour rates follow Department of Public Service and Administration rates for consulting services.

Pricing for offered goods and services is all-inclusive of delivery transportation.

Tax compliance:

• Submit a valid SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if registered on the Central Supplier Database.
• Each consortium/JV party and subcontractor must submit a separate TCS certificate/PIN/CSD number.
• 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.

CSD registration: proof of registration on the Central Supplier Database with an updated compliant tax status is a mandatory Stage 1 requirement.

B-BBEE / Specific Goals:

• Complete the preference claim form (SBD 6.1) and submit supporting documents for specific goals claimed.
• Specific goals points are allocated under the 80/20 system (see evaluation criteria).
• Failure to submit supporting documents for specific goals claimed means zero points for that element.

Fronting is prohibited; the Purchaser will investigate representations, and established fronting may invalidate the bid/contract and restrict the bidder from public-sector business for up to ten years.

Foreign suppliers: complete the questionnaire on residency, branch, permanent establishment, source of income and tax liability in South Africa; if the answer is no to all, registration for a TCS PIN is not required.

Specific Goals preference: a maximum of 20 points is allocated for Specific Goals status level of contribution under the 80/20 system — Historically Disadvantaged Individuals: Race 40% (8 points), Women 20% (4 points), Disability 20% (4 points); Youth 10% (2 points); Locality based 10% (2 points).

Bidders must complete the preference claim form (SBD 6.1) and submit Specific Goals status verification documents by the closing date and time; failure to do so is deemed to mean no preference points are claimed and zero points are allocated.

The Purchaser supports broad-based black empowerment and condemns fronting; it will investigate the accuracy of representations made in bids, and established fronting may invalidate the bid/contract and restrict the bidder from doing business with the public sector for up to ten years.

The programme aims to improve safety and functionality of medical equipment in public health facilities.

Goods supplied must conform to Radiation Control standards, guidelines and procedures.

The Contractor must ensure appropriate equipment, tools and competent personnel are readily available to perform the activities described in the agreement.

The bid and all contracts emanating from it are subject to the General Conditions of Contract (GCC) issued in accordance with Treasury Regulation 16A of the Public Finance Management Act, 1999, supplemented by the Special Conditions of Contract (SCC); where the SCC conflict with the GCC, the SCC prevail.

The bid and contracts are governed by South African law.

Notification of award constitutes formation of the Contract; the successful bidder must sign and return the Contract Form (SBD 7 / Contractual Agreement) within 14 days of receipt.

The Purchaser reserves the right to accept or reject any or all bids and to annul the bidding process without liability.

The Contractor must maintain all necessary books, accounts and records and a reporting system for the service, and must permit the Purchaser or its designated persons to visit, inspect and audit records relating to performance without charge.

Contract documents and information remain the property of the Purchaser and must be returned on completion of performance.

Packing must be sufficient to prevent damage or deterioration during transit, including rough handling, extreme temperatures, salt, precipitation and open storage, and must comply with marking and documentation requirements.

Delivery of goods must be made in accordance with the terms specified in the Contract.

Part D: Special Conditions of Contract (SCC) apply to this bid and are supplementary to the General Conditions of Contract, prevailing where the two conflict.

The SCC includes defined terms used throughout the contract, including abuse, acceptable bid, acceptance inspection, acquisition cost, annualized failure rate, bid, black enterprise, community or broad-based enterprise, comparative price, consortium or joint venture, and contract.

Consortiums/Joint Ventures are permitted. JV/consortium bidders must complete and sign the Joint Venture Disclosure Form (Part G – Form No.6), submit a Letter of Intent and/or a JV agreement signed by all partners, and nominate an authorised lead partner who alone may make legal statements, communicate with the Employer and receive instructions on behalf of all members. Failure to submit the agreement disqualifies the bid.

Bid validity is 90 days from the closing date; a shorter validity period will be rejected as non-responsive.

Setting counter conditions or amending bid conditions invalidates the bid.

Stage 1 mandatory administrative requirements (non-compliance disqualifies): CSD registration with an updated compliant tax status (each JV party separately), completed preference claim form (SBD 6.1) with supporting documents for specific goals, JV agreement where applicable, completed and signed Declaration of Interest (SBD 4), and attendance of the non-compulsory briefing session.

Evaluation is conducted in stages.

Stage 1: administrative/mandatory requirements — not scored; any bidder failing one or more mandatory requirements is disqualified.

Stage 2: functionality requirements — verification of compulsory returnable documents (Part G), including the Accreditation Schedule (Annexure A) of equipment the bidder is accredited by the manufacturer to repair, service and supply spares for in the Eastern Cape; the Summary Labour Rates Table (Annexure B) covering all accredited equipment per model in all Eastern Cape facilities; and Maintainability and Serviceability (Annexure C). Non-compliance renders a bid non-responsive.

Price is adjudicated on the 80/20 preference point system: maximum 80 points for price using the formula Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the comparative price of the bid under consideration and Pmin the lowest acceptable bid, plus up to 20 points for Specific Goals.

Points are rounded to two decimals.

The Purchaser reserves the right to negotiate with preferred bidders (better functionality, better access/availability of support services, standardisation opportunities, prices above target range), to split-award contracts per item or per health service region, and to award a contract to a bid that did not score the highest points on reasonable and justifiable clinical benefits.

Split-award between two contractors: equal points 50/50; 0.1–5% difference 70/30; 5.1–10% difference 80/20.

Multiple awards are limited to a maximum of four contractors per item, and the same make/model line item will not be awarded to more than one bidder.

Where bids are equal in all respects, award is decided by the drawing of lots.