Supply and delivery of soups, seasonings, and baked beans to frere hospital (9-Month contract)

Closing date: 15 June 2026. Closing time: 11:00 AM. Quote validity: 90 days from closing date.

Technical and bidding enquiries: Alex Ngqwebo. Phone: 043 709 2583. Fax: 043 743 5317. Email: [email protected].

Submit all documents via the e-Tender Portal. Emailed or faxed submissions are not accepted. Required forms: SBD1 (Invitation to Quote), SBD3.1 (Pricing Schedule), SBD4 (Declaration of Interest), SBD6.1 (Preferential Points Claim), and latest CSD report. Disqualification risks: Late submissions, incorrect or re-typed forms, missing documents, or non-compliance with official forms. Special conditions: Suppliers with existing contracts at Frere Hospital (or within the past 6 months) are ineligible due to rotation policy. Quoted prices must remain fixed for the contract duration unless otherwise advised. Department reserves the right to accept or reject any quote. Delivery/service is not contingent on payment by the department. If a conflicting contract exists, the RFQ contract will be cancelled.

Submission nb: emailed/faxed documents shall not be accepted

Evaluation stages: Stage 1: Administrative compliance (SBD1, SBD3.1, SBD4, SBD6.1, latest CSD report). Stage 2: Compliance with non-negotiable requirements (completed Project Form from current/previous client, proof of funding, minimum 1 order for non-perishable items not older than 3 years, latest compliance certificate of wholesaler/premises). Stage 3: Price (80 points) and Specific Goals (20 points). Scoring: 80/20 preference point system. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps = points for price, Pt = tender price, Pmin = lowest acceptable tender price. Specific Goals: HDI Ownership (4 points), Women Ownership (4 points), Youth Ownership (2 points), Disability Ownership (2 points), Military Veterans Ownership (2 points), Locality Ownership (6 points). Proof required: CIPC certificates with ID numbers, medical proof (disability), veteran status proof, municipal account/lease agreement (locality), updated CSD report. Failure to comply with non-negotiable requirements or provide proof for Specific Goals results in disqualification or zero points for that category.

Scope: Supply and delivery of soups, seasonings, and baked beans to Frere Hospital for 9 months. Products: Chicken soup, thick vegetable soup, Scotch broth, beef gravy, chicken gravy, curry powder, baked beans (3kg/A10 tins), beef stock, chicken stock, chicken spice, cinnamon, turmeric, mixed herbs, paprika, salt. Requirements: All items must have a minimum shelf life of 6–12 months (salt has indefinite shelf life if properly stored). Soups: Fine powder, smooth suspension, free from off-flavours, correct flavour/colour as per packaging. Spices/herbs: Fine powder (except mixed herbs), free from objectionable odour, insects, and fungus, with characteristic flavour. Baked beans: High quality, whole sugar beans in tomato sauce, soft texture, free from foreign objects/flavours; tins must be undamaged, rust-free, and leak-proof. Salt: White, dry, odourless, iodized, free-flowing, soluble in cold water. Packaging: Soups in 25kg resealable polyethylene bags; spices/herbs in 1kg sealed polyethylene-coated cellophane; baked beans in 3kg/A10 tins; salt in 1kg low-density polyethylene bags or bleached sulphate paper sachets. Labelling: Nutritional info, company name, expiry date on all packages. Transport: Cool, closed, clean vehicles. Delivery times: Monday–Thursday, 7:30–12:30 and 13:30–15:00. Inspection: Department may inspect production process, products, or premises without notice. Non-compliant consignments will be rejected. Quantities may vary based on demand/budget.

Bidder must provide a completed Project Form (signed, dated, and stamped) from a current/previous client for similar work. Referee verification: The client will be contacted to confirm performance (experience, quality, personnel). If referee is unreachable, no points will be awarded. A letter confirming prompt delivery from the client must be attached. No reference letters are required—only the Project Form.

Goods must conform to bidding document specifications. Packaging must prevent damage/deterioration during transit (e.g., moisture-proof, sealed, pest-resistant). Inspection: Supplier premises and products may be inspected at any time without notice. Pre-bidding testing costs are borne by the bidder. If inspections reveal non-compliance, costs are borne by the supplier, and goods may be rejected. Rejected goods must be removed/replaced at supplier’s expense. Packing/marking must comply with contract requirements. Documentation must include nutritional info, expiry dates, and company details.

Pricing schedule (SBD3.1) must list all items with quantities, units, unit prices, and totals for 9 months. Items: Chicken Soup (25kg, 45 units), Thick Vegetable Soup (25kg, 45 units), Scotch Broth (25kg, 45 units), Beef Gravy (1kg, 270 units), Baked Beans (3kg/A10, 900 units), Salt (1kg, 630 units), Chicken Gravy (5kg, 810 units), Beef Stock (5kg, 180 units), Chicken Stock (5kg, 180 units), Chicken Spice (1kg, 270 units), Cinnamon (1kg, 90 units), Turmeric (1kg, 90 units), Mixed Herbs (1kg, 45 units), Curry Powder (1kg, 90 units), Paprika (1kg, 90 units). VAT must be included where applicable. Only firm prices are accepted. All delivery costs must be included in the bid price.

Pricing: Firm prices only (non-firm prices or exchange-rate-dependent prices will be rejected). Pricing schedule (SBD3.1) must include unit price, total per 9 months, and VAT (if applicable). All delivery costs must be included in the bid price. Payment terms: Within 30 days of invoice receipt (accompanied by delivery note). Quote validity: 90 days from closing date. Performance security: Required within 30 days of contract award (bank guarantee, irrevocable letter of credit, or cashier’s cheque). Proof of funding: Attach affidavit (self-funding) or funding arrangement with current date, specific to this RFQ. Bank statements are not accepted.

Tax compliance: Submit SARS TCS PIN (via e-filing or printed certificate). If no PIN, provide CSD number. Consortia/joint ventures: Each party must submit separate TCS PIN/CSD number. No bids accepted from state employees or entities with state-employed directors/members. B-BBEE: Preference points for Specific Goals (HDI, Women, Youth, Disability, Military Veterans, Locality Ownership). Proof required: CIPC certificates with ID numbers, medical documentation (disability), veteran status proof, municipal account/lease agreement (locality), updated CSD report. Declaration of Interest (SBD4) must disclose any state employment or conflicts. Foreign suppliers: Must confirm RSA residency/branch/permanent establishment or income liability; if none, no SARS TCS PIN required. Proof of authority (e.g., company resolution) must accompany the bid.

B-BBEE preference points (20% of total) are awarded for Specific Goals: HDI Ownership (20%/4 points), Women Ownership (20%/4 points), Youth Ownership (10%/2 points), Disability Ownership (10%/2 points), Military Veterans Ownership (10%/2 points), Locality Ownership (30%/6 points). Proof required: CIPC certificates with ID numbers, medical documentation (disability), veteran status proof, municipal account/lease agreement (locality). Updated CSD report must be submitted. Failure to provide proof results in no points for Specific Goals.

All food items must be free from contamination (insects, fungus, foreign objects), objectionable odours, and off-flavours. Packaging must protect against moisture, pests, and mechanical damage. Transport: Cool, closed, clean vehicles required. Delivery windows: Monday–Thursday, 7:30–12:30 and 13:30–15:00. Shelf life: Minimum 6 months for most items (salt has indefinite shelf life if properly stored). Baked beans: Tins must be undamaged, rust-free, and leak-proof. Salt: Must be white, dry, odourless, iodized, and free-flowing.

Governed by General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). Key clauses: Delivery must comply with contract terms; supplier bears all risks until delivery. Payment within 30 days of invoice receipt (accompanied by delivery note). Prices are fixed unless adjusted per SCC. Contract amendments require written agreement. Supplier cannot assign obligations without purchaser’s consent. Subcontracts must be notified in writing. Delays may incur penalties (prime interest rate per day) or termination. Termination for default or insolvency is possible. Force majeure events (e.g., wars, floods, epidemics) excuse performance delays. Disputes resolved via mediation or South African courts. Contract language: English. Applicable law: South African. Taxes/duties: Supplier responsible for all local taxes; foreign suppliers responsible for taxes outside RSA. No contract awarded without valid tax clearance certificate. Anti-dumping/countervailing duties: Supplier liable for any post-bid impositions. National Industrial Participation Programme (NIPP) may apply. Collusive bidding is prohibited and may result in bid invalidation, contract termination, or 10-year public sector restriction.

Department reserves the right to accept or reject any quote. Delivery/service is not contingent on payment by the department. Suppliers with existing contracts at Frere Hospital (or within the past 6 months) are ineligible due to rotation policy. If a conflicting contract exists, the RFQ contract will be cancelled. Quoted prices must be maintained for the contract duration unless otherwise advised.

Tax compliance: Bidders must submit a SARS TCS PIN or CSD number. Foreign suppliers must disclose RSA residency/branch/permanent establishment status. If no RSA ties, no TCS PIN is required. Declaration of Interest (SBD4) must disclose any state employment or conflicts. Bidders must confirm they are not state employees or have state-employed directors/members. Proof of authority (e.g., company resolution) must accompany the bid.

Telephone number 043 709 2583 telephone number 043 709 2583

Facsimile number 043 743 5317 facsimile number 043 743 5317

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]