Rate-based flooring repairs and maintenance services for frere hospital (12-Month contract)

The Eastern Cape Department of Health (ECDoH) seeks a single supplier for a 12-month rate-based contract for flooring repairs and maintenance at Frere Hospital. Services are provided as-and-when needed via Work Orders (W/O). Invoicing is monthly per completed job cards. The contract does not guarantee sales; orders depend on budget availability and DOH priorities. The hospital reserves the right to issue or cancel orders at any time. Maximum contract value: R1 million. Suppliers must declare capacity to render these services.

Closing date: 15 June 2026. Closing time: 11:00. Quotation validity period: 90 days from closing date.

Technical and bidding enquiries: Alex Ngqwebo. Phone: 043 709 2583. Fax: 043 743 5317. Email: [email protected]. Submission: e-Tender Portal only.

Submit via the e-Tender Portal only. Emailed or faxed submissions will not be accepted. Late submissions are disqualified. Required forms: SBD1 (Invitation to Quote), SBD3.1 (Pricing Schedule), SBD4 (Declaration of Interest), SBD6.1 (Preferential Points Claim). All forms must be completed, signed, and submitted as provided (do not re-type). Missing or incomplete forms may invalidate your bid.

Evaluation is a 4-stage process: Stage 1: Administrative compliance (SBD1, SBD3.1, SBD4, SBD6.1, latest CSD report, bank confirmation letter <3 months old). Stage 2: Non-negotiable requirements - (a) Masters Builders Association OR NHBRC registration, (b) CIDB 1GB or higher grading, (c) Workmen’s compensation (DoL/FEM registration or letter of good standing), (d) 3 contactable references for vinyl/carpeting work valued R500k–R1M, not older than 5 years. Stage 3: Risk analysis via market research to eliminate under-pricing; may include a company visit to verify trade specialty and tools. Stage 4: Price (80 points) + Specific Goals (20 points). Specific Goals: HDI Ownership (4), Women Ownership (4), Youth Ownership (4), Disability Ownership (2), Military Veterans Ownership (2), Locality (2). Submit proof (e.g., CIPRO certificates, municipal accounts) to claim points. The 80/20 system applies. Lowest acceptable tender determines price points.

Scope: Rate-based contract for flooring repairs and maintenance at Frere Hospital, as-and-when needed, over 12 months. Maximum contract value: R1 million. Work Orders (W/O) will be issued for specific repairs; invoice monthly per completed job cards. Unspecified flooring items may be included with prior project manager approval and proven cost submission. Deliverables: Floor screed 2mm, half-round skirting, Superflex 2mm/2.5mm vinyl, Polyflor 2mm non-slip vinyl, vinyl flooring sealer, PVC skirting (75mm/100mm), aluminium cover strips, aluminium/rubber stair nosing, underfelt 10mm, Berber Point carpeting. All materials must be laid with welded joints (where applicable) and sealed. Site must be kept clean and safe; all rubble removed. Compliance with standard hospital finishes and fittings required.

Goods and services must conform to bidding document specifications and standards. Inspections/tests may occur during production, execution, or completion. Supplier premises must be open for inspection at reasonable hours. If supplies/services fail inspections, costs are borne by the supplier, and items may be rejected. Supplier must replace non-compliant items at own cost. Purchaser may cancel contract for breach or act per GCC Clause 23. Packing must prevent damage/deterioration during transit; comply with contract requirements. Supplier must permit purchaser to audit records related to contract performance.

Submit firm prices only via SBD3.1 Pricing Schedule. All prices must be inclusive of labour, VAT, and all applicable taxes. Quote per unit (e.g., m², m) for each item: Floor screed 2mm, Half-Round Skirting, Superflex 2mm/2.5mm Vinyl, Polyflor 2mm non-slip Vinyl, W/B Vinyl Flooring Sealer, PVC skirting (75mm/100mm), Aluminium strip for edges & finishes, Double Aluminium/Rubber stair nose, Underfelt 10mm, Berber Point carpeting. Unspecified materials: proven cost-plus mark-up. Quotation validity: 90 days from closing date. Delivery costs must be included in bid price.

Pricing: Submit firm prices only (non-firm prices disqualified). All prices inclusive of labour, VAT, and all applicable taxes. Use SBD3.1 Pricing Schedule. Quote per unit for each item (e.g., m², m). Unspecified materials: proven cost-plus mark-up. Quotation validity: 90 days from closing date. Payment terms: Within 30 days of invoice submission with delivery note. Contract will not exceed R1 million. Performance security may be required within 30 days of award (form: bank guarantee, irrevocable letter of credit, or cashier’s cheque).

Mandatory: CSD or LOGIS registration. CIDB 1GB (minimum) grading. Tax compliance: Submit SARS TCS PIN or CSD number. Workmen’s compensation: DoL/FEM registration or letter of good standing. Not a state employee, director, or member of a close corporation in state service. Foreign suppliers: Complete questionnaire to determine RSA tax obligations; if no RSA tax obligations, TCS PIN not required but CSD may apply. B-BBEE: Points for HDI (20%), Women (20%), Youth (20%), Disability (10%), Military Veterans (10%), Locality (10%) ownership. Submit proof (CIPRO certificates, municipal accounts, medical/disability/veteran proof) to claim points. Declaration of Interest (SBD4) required. Collusive practices or fraudulent claims may result in disqualification, contract cancellation, or 10-year public sector restriction.

Contract governed by General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). Key terms: Contract may be awarded in part or whole, or not at all. If a long-term contract is established, this RFQ/contract will be cancelled immediately. Budget availability affects contract operation. Work only commences after official Purchase Order from SCM; work without a PO is non-chargeable. Contract capped at R1 million and 12 months. Unused balances after contract period are forfeited. Payment within 30 days of invoice + delivery note. Prices are firm; no variations unless authorized. Performance security (bank guarantee/letter of credit/cashier’s cheque) due within 30 days of award. Warranty: 12 months for defects in materials/workmanship. Termination for default, insolvency, or force majeure possible. Disputes resolved via mediation then South African courts. Applicable law: South African. Contract language: English.

Evaluation follows a 4-stage process: Stage 1: Administrative compliance - SBD1, SBD3.1, SBD4, SBD6.1, latest CSD report, bank confirmation letter (<3 months). Stage 2: Non-negotiable requirements - (a) Masters Builders Association OR NHBRC registration, (b) CIDB 1GB or higher, (c) Workmen’s compensation proof, (d) 3 references for vinyl/carpeting work (R500k–R1M, <5 years old). Stage 3: Risk analysis via market research; may include site visits to verify trade specialty and tools. Stage 4: Price (80 points, lowest acceptable tender = Pmin) + Specific Goals (20 points). Specific Goals: HDI (4), Women (4), Youth (4), Disability (2), Military Veterans (2), Locality (2). Submit proof (CIPRO, municipal accounts, etc.) to claim points. 80/20 system applies.