Closing date: 01 October 2026

Closing time: 11H00

Briefing session: None (no briefing will be held; bidders may submit written queries via email to [email protected])

Delivery period: Within four (4) weeks after issuing of an official order

Delivery hours: Between 08H00 and 14H00

Bid validity: 90 calendar days from closing date and time

Bidding procedure and technical enquiries:

Contact person: Ms. Z. Plaatjie

Telephone: 043 707 6800

Email: [email protected]

Submission address: eTender portal (bid response documents must be uploaded on the eTender portal)

Submission method: Bids must be uploaded on the eTender portal. No physical bid box submission is mentioned in the document. All bids must be submitted on the official forms provided (not re-typed) and in the manner prescribed in the bid document. Late bids will not be accepted. Returnable forms and documents (all must be completed, signed and submitted with the bid):

• SBD 1 (Invitation to Bid): completed and signed.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Company registration documents (CIPC).
• Joint venture agreement (if applicable).
• Proof of registration on the Central Supplier Database (CSD).
• Valid proof of registration with the textile industry (mandatory).
• Letter confirming application for financial assistance from a reputable financial institution (NCR registered) willing to consider the application if successful, OR a bank letter with positive rating code 'C' (mandatory).
• Schedule E: Qualifications and Experience (certified copies of certificates, present contracts with description, period, contact person and telephone numbers).
• Schedule F: Organizational Structure.
• Schedule G: Details of Bidder's nearest Office.
• Schedule H: Financial Particulars (financial statements not older than one year).
• Schedule J: Financial Particulars (as per Part 5).
• A piece of material as a sample of the fabric bid for (mandatory).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to provide mandatory textile industry registration proof.
• Failure to provide mandatory financial assistance letter or bank rating letter.
• Bids received after the closing time.
• Counter offers regarding any special conditions will invalidate the bid.

Bidders must submit completed and signed SBD1, SBD4 (Declaration of Interest), SBD6.1 (Preference Points Claim), company registration documents, JV agreement (if applicable), proof of CSD registration, proof of textile industry registration, financial statements not older than a year, and other forms as per Part 5 schedules (E, F, G, H, J).

Two-stage evaluation:

Stage 1: Administrative compliance / pre-qualification. Minimum criteria (all mandatory unless stated):

• Bid documentation completed comprehensively and correctly in original ink.
• SBD 1, SBD 4, SBD 6.1 fully completed and signed.
• Bidder is a legal entity or partnership (consortia/joint ventures acceptable subject to consortium requirements).
• Supporting documentation provided as per bid requirements.
• Company registered in South Africa (registration documents attached).
• Joint venture agreement submitted (if applicable).
• Registered on Central Supplier Database (CSD).
• Valid proof of registration with textile industry (mandatory).
• Letter confirming application for financial assistance from NCR-registered institution willing to consider application if successful, OR bank letter with positive rating code 'C' (mandatory).

Non-compliance may lead to rejection, or a 7-day window to supplement administrative omissions.

Stage 2: Price and Specific Goals (80/20 preference points system).

• Price: 80 points. Formula: Ps = 80

• (1 - (Pt - Pmin) / Pmin), where Pt is comparative price of bid under consideration, Pmin is comparative price of lowest acceptable bid.

• Specific Goals: 20 points maximum, allocated as follows:

• Historically Disadvantaged Individuals - Race ownership: 20% (4 points)

• Historically Disadvantaged Individuals - Women ownership: 20% (4 points)

• Historically Disadvantaged Individuals - Disability ownership: 20% (4 points)

• Youth ownership: 20% (4 points)

• Military Veterans ownership: 10% (2 points)

• Locality ownership (business address in Amathole): 10% (2 points)

• Bidders must submit proof of specific goals claimed: CIPC certificate with ID numbers for ownership claims; valid medical documentary proof for disability; valid proof of veteran status; proof of business address in Amathole (municipal account, valid lease agreement, or letter from municipal council dated and stamped not older than 3 months); updated CSD report.
• Failure to submit specific goals proof does not disqualify but scores 0 out of 20 points.
• Total points rounded to nearest 2 decimals.
• Tie-break: highest specific goals points; if still tied, drawing of lots.
• Department may award to a bid not scoring highest points on reasonable and justifiable grounds.

Scope: Supply and delivery of ready-made curtains and curtain rods for Nompumelelo Hospital, Amathole Health District, Eastern Cape (once-off delivery).

Fabric specifications (all categories):

• Strong, durable, hypo-allergenic, antimicrobial, flame and stain resistant, anti-static, aesthetically appealing, easy to clean.
• Subtle decoration of flowers (therapeutic design) for wards; subtle decoration of flowers or textured for offices.
• Double layered, not see-through.
• Eyelet heading with rods installed.
• Material: 100% polyester.

Category A - Ward Curtains (33 line items, various measurements and colours):

• Series Pink & white: 10 + 3 + 2 = 15 units
• Baby blue & white: 12 + 2 + 3 + 1 = 18 units
• Maroon & white: 16 + 3 + 1 + 2 = 22 units
• Purple & white: 6 + 1 + 3 + 1 + 1 = 12 units
• Peach & white: 11 units
• Blush Pink: 13 + 1 + 2 + 3 + 1 = 20 units
• Orange & white: 1 + 2 = 3 units
• Baby Pink & white: 1 + 1 + 2 + 1 + 8 + 1 + 1 + 1 + 1 = 17 units

Total Category A: approximately 107 curtains (exact quantities per line item as listed in specification).

Category B - Office Curtains (14 line items, Light grey blue):

• Various measurements, total approximately 57 curtains.

Category C - Curtain Rods:

• 2.5 m length, 25 mm diameter: 148 units (wards)
• 2 m length, 25 mm diameter: 12 units (offices)
• 1.8 m length, 25 mm diameter: 25 units
• 1.5 m length, 25 mm diameter: 31 units

Total rods: 216 units.

Delivery: Within 4 weeks of official order, between 08H00 and 14H00, directly to where goods are required at the institution.

Bidder must attach a piece of material as a sample with the bid document.

Bidder must bid for all items under this institution as per specification.

Post-tender price negotiations will be conducted if prices found above market.

Performance penalties per Service Level Agreement (to be negotiated prior to contract signing).

Contract period: Once-off.

8.1 The bidder must submit details regarding the bid price for the Services on the Pricing Schedule

form/s attached as Part 5 – Schedule C which completed form/s must be submitted together

with the bid documents.

8.2 Pricing must be stipulated INCLUSIVE OF VALUE ADDED TAX

8.3 It is an express requirement of this invitation to bid that the bidders provide some

transparency in respect to their pricing approach. In this regard, bidders must indicate the

basis on which they have calculated their pricing by completing all aspects of the Pricing

Schedule form Part 5 – Schedule C.

Invitation to Bid (SBD 1)

Part 1 – Conditions of Bid

Part 2 – Conditions of Contract and Operational Requirements

Part 3 – Bid Strategy

Part 4 – Specifications

Part 5 – Bid Forms and related documentation

Schedule A – Government Procurement: General Conditions of Contract

Schedule B – Central Supplier Database Requirement

Schedule C – Pricing Schedule (SBD 3.1)

Schedule D – Declaration of Interest (SBD 4)

Schedule E– Qualifications and Experience

together with their bid of their experience in the relevant trade together with present contracts

(description of contract, contract period, and contact person and telephone

numbers). These details should be submitted together with the bid on the form attached as

Part 5 – Schedule E.

Service provider must provide services in compliance with quality and related standards in Specifications, Bid Conditions, and any service level agreement. Performance measured through periodic checks, service complaints, user satisfaction surveys, and audits. Records of services must be kept and provided to ECDoH upon request.

Bidders must submit pricing on the Pricing Schedule form (Part 5 – Schedule C), inclusive of VAT, and indicate basis of pricing calculation. No price adjustments for contract duration.

Pricing: Bidders must submit pricing on the Pricing Schedule form (Part 5 – Schedule C / SBD 3.1), inclusive of VAT. Bidders must indicate the basis on which they have calculated their pricing by completing all aspects of the Pricing Schedule form.

Price adjustments: No price adjustments for the duration of the contract.

Payment terms: Payment of any consideration does not constitute acceptance of defective or non-conforming services. ECDoH may withhold payment of disputed amounts until dispute resolution.

Financial capacity: Bidders must submit financial statements not older than one year to assess financial viability (Schedule H/J). If no details submitted, bid may be regarded as non-responsive.

Mandatory financial proof: Letter confirming application for financial assistance from a reputable financial institution (NCR registered) willing to favourably consider the application if successful, OR a bank letter with positive rating code 'C'.

Mandatory compliance requirements:

• Central Supplier Database (CSD) registration: Bidder must be registered on CSD before submitting the bid. CSD number must be provided.
• Tax compliance: Tax compliance verification will be done with CSD and SARS. Bidders must submit their unique SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate. If no TCS PIN, CSD number must be provided. Each party in a consortium/joint venture/sub-contractor must submit separate TCS certificate/PIN/CSD number.
• Company registration: CIPC registration documents (CK documents) reflecting names, identity numbers and addresses of partners, members or directors.
• Textile industry registration: Valid proof of registration with the textile industry (mandatory requirement).
• Financial assistance proof: Letter confirming application for financial assistance from a reputable financial institution (NCR registered) willing to consider application if successful, OR bank letter with positive rating code 'C' (mandatory requirement).
• Returnable forms: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim) — all fully completed and signed.
• Specific goals proof (for points claim): CIPC certificates with ID numbers for ownership claims; medical proof for disability; veteran status proof; proof of business address in Amathole (municipal account, lease agreement, or municipal council letter not older than 3 months); updated CSD report.
• No bids 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.
• Consortium/joint venture requirements: Signed agreement legally binding on all members; nominated lead member with authorization; lead member only authorised to communicate with ECDoH; copy of agreement submitted with bid (otherwise disqualified).

Preference points for specific goals: Historically Disadvantaged Individuals (race, women, disability, youth) ownership, Military Veterans ownership, Locality ownership. Proof required via CIPC certificates, medical proof for disability, veteran status proof, and proof of business address in Amathole (municipal account, lease agreement, or letter from municipal council not older than 3 months). Updated CSD report required.

procedures and policies at the relevant Institution. The service provider shall comply

fully with any such reasonable procedures and policies, including the permit to work

procedures and health and safety procedures.

3.6 The service provider shall ensure that it and its personnel shall at all times comply fully

with any safety, fire, emergency and security procedures and policies applicable at the

relevant Institution.

3.7 Should the ECDoH at any time believe that any member of service provider personnel is

failing to comply with any such procedures or policies, the ECDoH shall be entitled to

deny such personnel member access to the relevant premises and require contractor to

replace such person without delay.

3.8 Contractor’sprocedures: The service provider shall, upon receipt of written request

from the ECDoH or its appointed Technical Support Manager at the relevant

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended from time to time, (including any act which may take its place should

it be repealed during the currency of the agreement between the parties) as read with

all regulations and standards promulgated in terms of the former Machinery and

promulgated in terms of the Occupational Health & Safety Act from time to time;

The service provider: -

 acknowledges that he is fully aware of the terms and conditions of the Act;

 acknowledges that he is an employer in its own right with duties and responsibilities

as prescribed in the Act;

 agrees to comply with all rules and regulations implemented by or on behalf of the

 Bidders must bid for all items under this institution as per specification appended

on this bid document. The successful bidder will be requested to deliver the goods

ordered directly to where the goods are required.

 A bidder must attach a PIECE OF MATERIAL with the bid document as a sample

of the material bided for.

 POST TENDER PRICE NEGOTIATIONS will be conducted if prices found to be

above the market.

 Strong durable, hypo-allergic, antimicrobial, flame and stain resistance, anti-static,

aesthetically appealing, Length and attachment type, easy to clean. – subtle decoration of

flowers (Therapeutic design)

 Double layered, not see through.

 Eyelet heading with Rods installed

 Material: 100% POLYESTER

1 WARDS CURTAIN Length 140cm x width 170cm Series Pink & white 10

2 - Strong durable, Length 170cm x width 130cm Series Pink & white 3

hypoallergic, antimicrobial,3 Length 150cm x width 160cm Series Pink & white 2

flame and stain resistance,

4 Length 140cm x width 170cm Baby blue & white 12 anti-static, aesthetically

5 appealing, Length and Length 110cm x width 160cm Baby blue & white 2

attachment type, easy to

6 Length 140cm x width 120cm Baby blue & white 3

clean. – subtle decoration

7 of flowers (Therapeutic Length 80cm x width 170cm Baby blue & white 1

design)8 Length 140cm x width 170cm Maroon & white 16

9 - Double layered, not see Length 140cm x width 110cm Maroon & white 3

through.

10 Length 80cm x width 170cm Maroon & white 1

Eyelet heading11 Length 110cm x width 160cm Maroon & white 2

100% polyester12 Length 135cm x width 220cm Purple & white 6

13 Length 130cm x width 160cm Purple & white 1

14 Length 100cm x width 160cm Purple & white 3

15 Length 70cm x width 60cm Purple & white 1

16 Length 70cm x width 160cm Purple & white 1

17 Length 140cm x width 170cm Peach & white 11

18 Length 105cm x width 160cm Blush Pink 13

19 Length 70cm x width 60cm Blush Pink 1

20 Length 110cm x width 160cm Orange & white 1

21 Length 110cm x width 60cm Orange & white 2

22 Length 160cm x width 60cm Blush Pink 2

1 OFFICES CURTAINS Length 130cm x Light grey blue 25

width 220cm

• Strong durable, hypoallergic,2 Length 100cm x Light grey blue 2

antimicrobial, flame and stain width 150cm

3 resistance, anti-static, aesthetically Length 130cm x Light grey blue 2

appealing, Length and attachment width 200cm

4 type, easy to clean. – subtle Length 170cm x Light grey blue 1

decoration of flowers or textured. width 160cm

5 Length 160cm x Light grey blue 8

• Double layered, not see through. width 110cm

6 Length 110cm x Light grey blue 1 - Eyelet heading

width 110cm

7 Material: 100% polyester Length 100cm x Light grey blue 1

width 100cm

8 Length 140cm x Light grey blue 1

width 160cm

9 Length 100cm x Light grey blue 3

width 170cm

10 Length 140cm x Light grey blue 2

width 130cm

11 Length 140cm x Light grey blue 1

width 140cm

12 Length 140cm x Light grey blue 2

width 210cm

13 Length 140cm x Light grey blue 7

width 170cm

14 Length 200cm x Light grey blue 2

width 170cm

with Chapter 16A of the Treasury Regulations published in terms of the Public Finance Management

Act, 1999 (Act ). The other Special conditions of Contract are supplementary to that of the

1. Definitions 1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding

documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the

purchaser and the supplier, as recorded in the contract form signed by the

parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the

contract for the full and proper performance of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting

of anything of value to influence the action of a public official in the

procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise

abroad is subsidized by its government and encouraged to market its

products internationally.

1.6 “Country of origin” means the place where the goods were mined,

grown or produced or from which the services are supplied. Goods are

produced when, through manufacturing, processing or substantial and major

assembly of components, a commercially recognized new product results

that is substantially different in basic characteristics or in purpose or utility

from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the

contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock

actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and

unloaded in the specified store or depot or on the specified site in

compliance with the conditions of the contract or order, the supplier

Committee (chairperson)

1.24 “Services” means those functional services ancillary to the supply of

the goods, such as transportation and any other incidental services,

such as installation, commissioning, provision of technical assistance,

training, catering, gardening, security, maintenance and other such

obligations of the supplier covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of

electronic or mechanical writing.

2. Application 2.1 These general conditions are applicable to all bids, contracts and orders

including bids for functional and professional services, sales, hiring, letting

and the granting or acquiring of rights, but excluding

immovable property, unless otherwise indicated in the bidding

documents.

2.2 Where applicable, special conditions of contract are also laid down to cover

specific supplies, services or works.

2.3 Where such special conditions of contract are in conflict with these

general conditions, the special conditions shall apply.

3. General 3.1 Unless otherwise indicated in the bidding documents, the purchaser

shall not be liable for any expense incurred in the preparation and

submission of a bid. Where applicable a non-refundable fee for

documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the

16. Payment
17. Prices
18. Contract amendments
19. Assignment
20. Subcontracts
21. Delays in the supplier’s performance

Responsible official surname & initials signature date

Drafted by:

Reviewed by:

Approved by bsc

Committee (chairperson)

22. Penalties
23. Termination for default
24. Dumping and countervailing duties
25. Force Majeure
26. Termination for insolvency
27. Settlement of disputes
28. Limitation of liability
29. Governing language
30. Applicable law
31. Notices
32. Taxes and duties

General Conditions of Contract

1. Definitions 1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding

documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the

purchaser and the supplier, as recorded in the contract form signed by the

parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the

contract for the full and proper performance of his contractual obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting

of anything of value to influence the action of a public official in the

procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise

abroad is subsidized by its government and encouraged to market its

products internationally.

1.6 “Country of origin” means the place where the goods were mined,

grown or produced or from which the services are supplied. Goods are

produced when, through manufacturing, processing or substantial and major

assembly of components, a commercially recognized new product results

that is substantially different in basic characteristics or in purpose or utility

from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the

contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock

actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and

unloaded in the specified store or depot or on the specified site in

compliance with the conditions of the contract or order, the supplier

Responsible official surname & initials signature date

Drafted by:

Reviewed by:

Approved by bsc

Committee (chairperson)

bearing all risks and charges involved until the supplies are so

delivered and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods on

own initiative in the RSA at lower prices than that of the country of origin

and which have the potential to harm the local industries in the RSA.

1.12 ”Force majeure” means an event beyond the control of the supplier and not

involving the supplier’s fault or negligence and not foreseeable.

Such events may include, but is not restricted to, acts of the purchaser in its

sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine

restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to

influence a procurement process or the execution of a contract to the

detriment of any bidder, and includes collusive practice among bidders (prior

to or after bid submission)

designed to establish bid prices at artificial non-competitive levels and to

deprive the bidder of the benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials that

the supplier is required to supply to the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by

the cost of components, parts or materials which have been or are still to be

imported (whether by the supplier or his subcontractors) and which costs

are inclusive of the costs abroad, plus freight and other direct importation

costs such as landing costs, dock dues, import duty, sales duty or other

similar tax or duty at the South African place of entry as well as

transportation and handling charges to the factory in the Republic where the

supplies covered by the bid will be manufactured.

1.17 “Local content” means that portion of the bidding price which is not

included in the imported content provided that local manufacture does take

place.

1.18 “Manufacture” means the production of products in a factory using

labour, materials, components and machinery and includes other

related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods or

works or the rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding

documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

Responsible official surname & initials signature date

Drafted by:

Reviewed by:

Approved by bsc

Committee (chairperson)

1.24 “Services” means those functional services ancillary to the supply of

the goods, such as transportation and any other incidental services,

such as installation, commissioning, provision of technical assistance,

training, catering, gardening, security, maintenance and other such

obligations of the supplier covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of

electronic or mechanical writing.

2. Application 2.1 These general conditions are applicable to all bids, contracts and orders

including bids for functional and professional services, sales, hiring, letting

and the granting or acquiring of rights, but excluding

immovable property, unless otherwise indicated in the bidding

documents.

2.2 Where applicable, special conditions of contract are also laid down to cover

specific supplies, services or works.

2.3 Where such special conditions of contract are in conflict with these

general conditions, the special conditions shall apply.

3. General 3.1 Unless otherwise indicated in the bidding documents, the purchaser

shall not be liable for any expense incurred in the preparation and

submission of a bid. Where applicable a non-refundable fee for

documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the

Government Tender Bulletin. The Government Tender Bulletin may be

obtained directly from the Government Printer, Private Bag X85,

Pretoria 0001, or accessed electronically from www.treasury.gov.za

4. Standards 4.1 The goods supplied shall conform to the standards mentioned in the

bidding documents and Terms of Reference.

5. Use of

Contract documents

And information;

inspection. 5.1 The supplier shall not, without the purchaser’s prior written consent,

disclose the contract, or any provision thereof, or any Terms of Reference,

plan, drawing, pattern, sample, or information furnished by or on

behalf of the purchaser in connection therewith, to any person other

than a person employed by the supplier in the performance of the

contract. Disclosure to any such employed person shall be made in

confidence and shall extend only so far as may be necessary for

purposes of such performance.

5.2 The supplier shall not, without the purchaser’s prior written consent,

make use of any document or information mentioned in GCC clause

5.1 except for purposes of performing the contract.

5.3 Any document, other than the contract itself mentioned in GCC clause. 5.1

shall remain the property of the purchaser and shall be returned (all copies)

to the purchaser on completion of the supplier’s performance under the

contract if so required by the purchaser.

Responsible official surname & initials signature date

Drafted by:

Reviewed by:

Approved by bsc

Committee (chairperson)

5.4 The supplier shall permit the purchaser to inspect the supplier’s records

relating to the performance of the supplier and to have them audited by

auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights 6.1 The supplier shall indemnify the purchaser against all third-party

claims of infringement of patent, trademark, or industrial design rights

arising from use of the goods or any part thereof by the purchaser.

7. Performance

Security 7.1 Within thirty (30) days of receipt of the notification of contract award,

the successful bidder shall furnish to the purchaser the performance

security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the

purchaser as compensation for any loss resulting from the supplier’s

failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the

contract, or in a freely convertible currency acceptable to the purchaser and

shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a

reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the bidding

documents or another form acceptable to the

purchaser; or

(b) a cashier’s or certified cheque

7.4 The performance security will be discharged by the purchaser and

returned to the supplier not later than thirty (30) days following the

date of completion of the supplier’s performance obligations under the

contract, including any warranty obligations, unless otherwise

specified in SCC.

8. Inspections,

tests and

analyses 8.1 All pre-bidding testing will be for the account of the bidder.

8.2 If it is a bid condition that supplies to be produced or services to be

rendered should at any stage during production or execution or on

completion be subject to inspection, the premises of the bidder or

contractor shall be open, at all reasonable hours, for inspection by a

representative of the Department or an organization acting on behalf of the

Department.

8.3 If there are no inspection requirements indicated in the bidding

documents and no mention is made in the contract, but during the

contract period it is decided that inspections shall be carried out, the

purchaser shall itself make the necessary arrangements, including

payment arrangements with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show

the supplies to be in accordance with the contract requirements, the cost of

the inspections, tests and analyses shall be defrayed by the purchaser.

Responsible official surname & initials signature date

Drafted by:

Reviewed by:

Approved by bsc

Committee (chairperson)

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not

comply with the contract requirements, irrespective of whether such supplies

or services are accepted or not, the cost in connection with these

inspections, tests or analyses shall be defrayed by the supplier.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and which

do not comply with the contract requirements may be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or

analyzed and may be rejected if found not to comply with the

requirements of the contract. Such rejected supplies shall be held at the cost

and risk of the supplier who shall, when called upon, remove them

immediately at his own cost and forthwith substitute them with supplies

which do comply with the requirements of the contract. Failing such removal,

the rejected supplies shall be returned at the suppliers cost and risk. Should

the supplier fail to provide the substitute supplies forthwith, the purchaser

may, without giving the supplier further opportunity to substitute the

rejected supplies, purchase such supplies as may be necessary at the

expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the

purchaser to cancel the contract on account of a breach of the

conditions thereof, or to act in terms of Clause 23 of GCC.

9. Packing 9.1 The supplier shall provide such packing of the goods as is required to prevent

their damage or deterioration during transit to their final

destination, as indicated in the contract. The packing shall be

sufficient to withstand, without limitation, rough handling during

transit and exposure to extreme temperatures, salt and precipitation

during transit, and open storage. Packing, case size and weights shall take

into consideration, where appropriate, the remoteness of the goods’ final

destination and the absence of heavy handling facilities at all points in

transit.

9.2 The packing, marking, and documentation within and outside the

packages shall comply strictly with such special requirements as shall be

expressly provided for in the contract, including additional

requirements, if any, specified in SCC, and in any subsequent

instructions ordered by the purchaser.

10. Delivery

and documents

10.1 Delivery of the goods shall be made by the supplier in accordance with the

terms specified in the contract. The details of shipping and/or other

documents to be furnished by the supplier are specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

11. Insurance 11.1 The goods supplied under the contract shall be fully insured in a freely

convertible currency against loss or damage incidental to manufacture or

acquisition, transportation, storage and delivery in the manner specified in

the SCC.

12. Transportation

12.1 Should a price other than an all-inclusive delivered price be required, this

shall be specified in the SCC.

13. Incidental

Services 13.1 The supplier may be required to provide any or all of the following

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services, including additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or

commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance

of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual

for each appropriate unit of the supplied goods;

(d) performance or supervision or maintenance and/or repair of

the supplied goods, for a period of time agreed by the parties,

provided that this service shall not relieve the supplier of any

warranty obligations under this contract; and

(e) training of the purchaser’s personnel, at the supplier’s plant

and/or on-site, in assembly, start-up, operation, maintenance,

and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in the

contract price for the goods, shall be agreed upon in advance by the parties

and shall not exceed the prevailing rates charged to other parties by the

supplier for similar services.

14. Spare parts 14.1 As specified in SCC, the supplier may be required to provide any or all of the

following materials, notifications, and information pertaining to spare parts

manufactured or distributed by the supplier:

(a) such spare parts as the purchaser may elect to purchase from the

supplier, provided that this election shall not relieve the supplier of

any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i)Advance notification to the purchaser of the pending

termination, in sufficient time to permit the purchaser to

procure needed requirements; and

(ii) following such termination, furnishing at no cost to the

purchaser, the blueprints, drawings, and Terms of

Reference of the spare parts, if requested.

15. Warranty 15.1 The supplier warrants that the goods supplied under the contract are new,

unused, of the most recent or current models, and that they incorporate all

recent improvements in design and materials unless provided otherwise in

the contract. The supplier further warrants that all goods supplied under this

contract shall have no defect, arising from design, materials, or

workmanship (except when the design and/or material is required by the

purchaser’s Terms of Reference) or from any act or omission of the supplier,

that may develop under normal use of the supplied goods in the conditions

prevailing in the country of final destination.

15.2 This warranty shall remain valid for twelve (12) months after the

goods, or any portion thereof as the case may be, have been delivered to

and accepted at the final destination indicated in the contract, or for

eighteen (18) months after the date of shipment from the port or place of

loading in the source country, whichever period concludes earlier, unless

specified otherwise in SCC.

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15.3 The purchaser shall promptly notify the supplier in writing of and claims

arising under this warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period

specified in SCC and with all reasonable speed, repair or replace the

defective goods or parts thereof, without costs to the purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s)

within the period specified in SCC, the purchaser may proceed to take such

remedial action as may be necessary, at the supplier’s risk and expense and

without prejudice to any other rights which the purchaser may have against

the supplier under the contract.

16. Payment 16.1 The method and conditions of payment to be made to the supplier

under this contract shall be specified in SCC.

16.2 The supplier shall furnish the purchaser with an invoice accompanied by a

copy of the delivery note and upon fulfillment of other obligations stipulated

in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later

than thirty (30) days after submission of an invoice or claim by the supplier.

16.4 Payment will be made in Rand unless otherwise stipulated in SCC.

17. Prices 17.1 Prices charged by the supplier for goods delivered and services

performed under the contract shall not vary from the prices quoted by the

supplier in his bid, with the exception of any price adjustments authorized

in SCC or in the purchaser’s request for bid validity extension, as the case

may be.

18. Contract

Amendments 18.1 No variation in or modification of the terms of the contract shall be

made except by written amendment signed by the parties concerned.

19. Assignment 19.1 The supplier shall not assign, in whole or in part, its obligations to

perform under the contract, except with the purchaser’s prior written

consent.

20. Subcontracts 20.1 The supplier shall notify the purchaser in writing of all subcontracts

awarded under this contracts if not already specified in the bid. Such

notification, in the original bid or later, shall not relieve the supplier

from any liability or obligation under the contract.

21. Delays in the

supplier’s

performance 21.1 Delivery of the goods and performance of services shall be made by

the supplier in accordance with the time schedule prescribed by the

purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its

subcontractor(s) should encounter conditions impeding timely delivery of the

goods and performance of services, the supplier shall promptly notify the

purchaser in writing of the fact of the delay, its likely duration and its

cause(s). As soon as practicable after receipt of the supplier’s notice, the

purchaser shall evaluate the situation and may at his discretion extend the

supplier’s time for performance, with or without the imposition of penalties,

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in which case the extension shall be ratified by the parties by amendment

of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of

supplies or services from a national department, provincial department, or a

local authority.

21.4 The right is reserved to procure outside of the contract small quantities or

to have minor essential services executed if an emergency arises, the

supplier’s point of supply is not situated at or near the place where the

supplies are required, or the supplier’s services are not readily available.

21.5 Except as provided under GCC Clause 25, a delay by the supplier in

the performance of its delivery obligations shall render the supplier

liable to the imposition of penalties, pursuant to GCC Clause 22,

unless an extension of time is agreed upon pursuant to GCC Clause

21.2 without the application of penalties.

21.6 Upon any delay beyond the delivery period in the case of a supplies

contract, the purchaser shall, without canceling the contract, be entitled to

purchase supplies of a similar quality and up to the same quantity in

substitution of the goods not supplied in conformity with the contract and to

return any goods delivered later at the supplier’s expense and risk, or to

cancel the contract and buy such goods as may be required to complete the

contract and without prejudice to his other rights, be entitled to claim

damages from the supplier.

22. Penalties 22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of

the goods or to perform the services within the period(s) specified in

the contract, the purchaser shall, without prejudice to its other remedies

under the contract, deduct from the contract price, as a penalty, a sum

calculated on the delivered price of the delayed goods or unperformed

services using the current prime interest rate calculated for each day of the

delay until actual delivery or performance. The purchaser may also consider

termination of the contract pursuant to GCC Clause 23.

for default 23.1 The purchaser, without prejudice to any other remedy for breach of

contract, by written notice of default sent to the supplier, may

terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within

the period(s) specified in the contract, or within any

extension thereof granted by the purchaser pursuant to GCC

Clause 21.2;

(b) if the Supplier fails to perform any other obligation(s) under

the contract; or

(c) if the supplier, in the judgment of the purchaser, has

engaged in corrupt or fraudulent practices in competing for

or in executing the contract.

23.2 In the event the purchaser terminates the contract in whole or in part, the

purchaser may procure, upon such terms and in such manner as it deems

appropriate, goods, works or services similar to those undelivered, and the

supplier shall be liable to the purchaser for any excess costs for such similar

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Committee (chairperson)

21.1 Receipt of the invitation to bid does not confer any right on any party in respect of the Services

or in respect of or against the State, the ECDoH. The ECDoH reserves the right, in its sole

discretion, to withdraw by notice to bidders any Services or combination of Services from the

bid process, to terminate any party’s participation in the bid process or to accept or reject any

response to this invitation to bid on notice to the bidders without liability to any party.

Committee (chairperson)

directors, advisors, officers, employees, agents, representatives make any representation or

warranty or give any undertaking express or implied, or accept any responsibility or liability

whatsoever, as to the contents, accuracy or completeness of the information contained in the

invitation to bid, or any other written or oral information made available in connection with

the bid and nothing contained herein is, or shall be relied upon as a promise or representation,

whether as to the past or the future.

24.2 This invitation to bid may not contain all the information that may be required to evaluate a

possible submission of a response to this invitation to bid. The bidder should conduct its own

independent analysis of the operations to the extent required to enable it to respond to this

bid.

2.1 The will be no adjustments.

2.2 There will be no Price adjustment for the duration of the contract.

2.3 Payment of any consideration in terms of the contract shall not constitute acceptance of any

defective or non-conforming Services or otherwise relieve service provider of any of its

obligations under the contract.

2.5 To the extent that the ECDoH disputes the correctness, nature, extent or calculation of any

fees or expenses payable to service provider in terms of the contract, ECDoH shall be

entitled to withhold payment of such disputed amounts until such time as such dispute is

resolved.

writing to additional quality requirements (whether engaged in a service contract or when

repair is required out of guarantee without the maintenance contract option) and

standards relating to the maintenance together with performance measurement

provisions, which quality requirements, performance measurement provisions shall be

reduced to writing in a service level agreement if required and signed by both parties.

Committee (chairperson)

 by means of user satisfaction surveys conducted by ECDoH

 by means of service reviews, inspections or any audit carried out by or on behalf of

the ECDoH.

9.3 Records.Service provider shall at all times keep full and accurate records of all services

provided in terms of the contract and shall retain such records for the currency of the

contract. Upon termination of the contract such records must be provided to the ECDoH

upon request.

9.4 Measurementofperformance

 Periodic checks: ECDoH and/or its appointed Technical Support Manager shall carry

out periodic checks (the intervals to be determined by ECDoH) the purpose of which

shall be to determine whether service provider is providing the services in accordance

with the terms and conditions of the contract if accepted by ECDoH.

 Service complaints: All service complaints, deviations, non-conforming services and

suggestions that are reported to service provider by ECDoH, its appointed facilities

manager, or any other party shall be given proper and speedy consideration by

service provider. The service provider shall investigate complaints, deviations and

non-conforming services in accordance with procedures approved by the ECDoH.

 User satisfaction survey: A user satisfaction survey shall be conducted by ECDoH at

such intervals as ECDoH may determine to assess service user satisfaction. The user

satisfaction survey shall be conducted in such form and in accordance with such

procedures as the parties may agree to in writing from time to time.

9.5 Resultsofchecks,auditsandsurveys ECDoH shall be entitled to utilise the

findings of the surveys, checks, audits and reports contemplated above to determine

compliance by service provider with the service standards and responsibilities stipulated

in the contract. It is recorded that the results of the above checks shall, save to the

extent that service provider can prove otherwise be binding on service provider and

Committee (chairperson)

bearing all risks and charges involved until the supplies are so

delivered and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods on

own initiative in the RSA at lower prices than that of the country of origin

and which have the potential to harm the local industries in the RSA.

1.12 ”Force majeure” means an event beyond the control of the supplier and not

involving the supplier’s fault or negligence and not foreseeable.

Committee (chairperson)

5.4 The supplier shall permit the purchaser to inspect the supplier’s records

relating to the performance of the supplier and to have them audited by

auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights 6.1 The supplier shall indemnify the purchaser against all third-party

claims of infringement of patent, trademark, or industrial design rights

arising from use of the goods or any part thereof by the purchaser.

Security 7.1 Within thirty (30) days of receipt of the notification of contract award,

the successful bidder shall furnish to the purchaser the performance

security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the

purchaser as compensation for any loss resulting from the supplier’s

failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the

contract, or in a freely convertible currency acceptable to the purchaser and

shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a

reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the bidding

documents or another form acceptable to the

purchaser; or

(b) a cashier’s or certified cheque

7.4 The performance security will be discharged by the purchaser and

returned to the supplier not later than thirty (30) days following the

date of completion of the supplier’s performance obligations under the

contract, including any warranty obligations, unless otherwise

specified in SCC.

Committee (chairperson)

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not

comply with the contract requirements, irrespective of whether such supplies

or services are accepted or not, the cost in connection with these

inspections, tests or analyses shall be defrayed by the supplier.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and which

do not comply with the contract requirements may be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or

analyzed and may be rejected if found not to comply with the

requirements of the contract. Such rejected supplies shall be held at the cost

and risk of the supplier who shall, when called upon, remove them

immediately at his own cost and forthwith substitute them with supplies

which do comply with the requirements of the contract. Failing such removal,

the rejected supplies shall be returned at the suppliers cost and risk. Should

the supplier fail to provide the substitute supplies forthwith, the purchaser

may, without giving the supplier further opportunity to substitute the

rejected supplies, purchase such supplies as may be necessary at the

expense of the supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the

purchaser to cancel the contract on account of a breach of the

conditions thereof, or to act in terms of Clause 23 of GCC.

9. Packing 9.1 The supplier shall provide such packing of the goods as is required to prevent

their damage or deterioration during transit to their final

destination, as indicated in the contract. The packing shall be

sufficient to withstand, without limitation, rough handling during

transit and exposure to extreme temperatures, salt and precipitation

during transit, and open storage. Packing, case size and weights shall take

into consideration, where appropriate, the remoteness of the goods’ final

destination and the absence of heavy handling facilities at all points in

transit.

9.2 The packing, marking, and documentation within and outside the

packages shall comply strictly with such special requirements as shall be

expressly provided for in the contract, including additional

requirements, if any, specified in SCC, and in any subsequent

instructions ordered by the purchaser.

and documents

10.1 Delivery of the goods shall be made by the supplier in accordance with the

terms specified in the contract. The details of shipping and/or other

documents to be furnished by the supplier are specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

11. Insurance 11.1 The goods supplied under the contract shall be fully insured in a freely

convertible currency against loss or damage incidental to manufacture or

acquisition, transportation, storage and delivery in the manner specified in

the SCC.

Committee (chairperson)

services, including additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or

commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance

of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual

for each appropriate unit of the supplied goods;

(d) performance or supervision or maintenance and/or repair of

the supplied goods, for a period of time agreed by the parties,

provided that this service shall not relieve the supplier of any

warranty obligations under this contract; and

(e) training of the purchaser’s personnel, at the supplier’s plant

and/or on-site, in assembly, start-up, operation, maintenance,

and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in the

contract price for the goods, shall be agreed upon in advance by the parties

and shall not exceed the prevailing rates charged to other parties by the

supplier for similar services.

14. Spare parts 14.1 As specified in SCC, the supplier may be required to provide any or all of the

following materials, notifications, and information pertaining to spare parts

manufactured or distributed by the supplier:

(a) such spare parts as the purchaser may elect to purchase from the

supplier, provided that this election shall not relieve the supplier of

any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i)Advance notification to the purchaser of the pending

termination, in sufficient time to permit the purchaser to

procure needed requirements; and

(ii) following such termination, furnishing at no cost to the

purchaser, the blueprints, drawings, and Terms of

15. Warranty 15.1 The supplier warrants that the goods supplied under the contract are new,

unused, of the most recent or current models, and that they incorporate all

recent improvements in design and materials unless provided otherwise in

the contract. The supplier further warrants that all goods supplied under this

contract shall have no defect, arising from design, materials, or

workmanship (except when the design and/or material is required by the

purchaser’s Terms of Reference) or from any act or omission of the supplier,

that may develop under normal use of the supplied goods in the conditions

prevailing in the country of final destination.

15.2 This warranty shall remain valid for twelve (12) months after the

goods, or any portion thereof as the case may be, have been delivered to

and accepted at the final destination indicated in the contract, or for

eighteen (18) months after the date of shipment from the port or place of

loading in the source country, whichever period concludes earlier, unless

specified otherwise in SCC.

Committee (chairperson)

15.3 The purchaser shall promptly notify the supplier in writing of and claims

arising under this warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period

specified in SCC and with all reasonable speed, repair or replace the

defective goods or parts thereof, without costs to the purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s)

within the period specified in SCC, the purchaser may proceed to take such

remedial action as may be necessary, at the supplier’s risk and expense and

without prejudice to any other rights which the purchaser may have against

the supplier under the contract.

16. Payment 16.1 The method and conditions of payment to be made to the supplier

under this contract shall be specified in SCC.

16.2 The supplier shall furnish the purchaser with an invoice accompanied by a

copy of the delivery note and upon fulfillment of other obligations stipulated

in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later

than thirty (30) days after submission of an invoice or claim by the supplier.

16.4 Payment will be made in Rand unless otherwise stipulated in SCC.

17. Prices 17.1 Prices charged by the supplier for goods delivered and services

performed under the contract shall not vary from the prices quoted by the

supplier in his bid, with the exception of any price adjustments authorized

in SCC or in the purchaser’s request for bid validity extension, as the case

may be.

Amendments 18.1 No variation in or modification of the terms of the contract shall be

made except by written amendment signed by the parties concerned.

19. Assignment 19.1 The supplier shall not assign, in whole or in part, its obligations to

perform under the contract, except with the purchaser’s prior written

consent.

20. Subcontracts 20.1 The supplier shall notify the purchaser in writing of all subcontracts

awarded under this contracts if not already specified in the bid. Such

notification, in the original bid or later, shall not relieve the supplier

from any liability or obligation under the contract.

Committee (chairperson)

in which case the extension shall be ratified by the parties by amendment

of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of

supplies or services from a national department, provincial department, or a

local authority.

21.4 The right is reserved to procure outside of the contract small quantities or

to have minor essential services executed if an emergency arises, the

supplier’s point of supply is not situated at or near the place where the

supplies are required, or the supplier’s services are not readily available.

21.5 Except as provided under GCC Clause 25, a delay by the supplier in

the performance of its delivery obligations shall render the supplier

liable to the imposition of penalties, pursuant to GCC Clause 22,

unless an extension of time is agreed upon pursuant to GCC Clause

21.2 without the application of penalties.

21.6 Upon any delay beyond the delivery period in the case of a supplies

contract, the purchaser shall, without canceling the contract, be entitled to

purchase supplies of a similar quality and up to the same quantity in

substitution of the goods not supplied in conformity with the contract and to

return any goods delivered later at the supplier’s expense and risk, or to

cancel the contract and buy such goods as may be required to complete the

contract and without prejudice to his other rights, be entitled to claim

damages from the supplier.

22. Penalties 22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of

the goods or to perform the services within the period(s) specified in

the contract, the purchaser shall, without prejudice to its other remedies

under the contract, deduct from the contract price, as a penalty, a sum

calculated on the delivered price of the delayed goods or unperformed

services using the current prime interest rate calculated for each day of the

delay until actual delivery or performance. The purchaser may also consider

termination of the contract pursuant to GCC Clause 23.

23. Termination

for default 23.1 The purchaser, without prejudice to any other remedy for breach of

contract, by written notice of default sent to the supplier, may

terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within

the period(s) specified in the contract, or within any

extension thereof granted by the purchaser pursuant to GCC

Clause 21.2;

(b) if the Supplier fails to perform any other obligation(s) under

the contract; or

(c) if the supplier, in the judgment of the purchaser, has

engaged in corrupt or fraudulent practices in competing for

or in executing the contract.

23.2 In the event the purchaser terminates the contract in whole or in part, the

purchaser may procure, upon such terms and in such manner as it deems

appropriate, goods, works or services similar to those undelivered, and the

supplier shall be liable to the purchaser for any excess costs for such similar

Special conditions: No briefing session; written queries via email. Material sample mandatory. Post-tender price negotiations if above market. Once-off contract. Performance penalties per SLA (negotiated pre-signing). Counter offers invalidate bid. No post-submission additions. 90-day bid validity. ECDoH reserves rights to accept any bid, waive minor non-compliances, withdraw services, terminate participation, award to multiple bidders. No collusion (Competition Act). Confidentiality and possible security clearance. Information in good faith, no warranty, bidder independent analysis required.

Bidders must register on the Central Supplier Database (CSD) before submitting the bid. Tax compliance verification will be done with CSD and SARS. Bidders must submit a valid proof of registration with the textile industry (mandatory requirement). Bidders must submit a letter confirming that they have applied for financial assistance from a reputable financial institution (National Credit Regulator) and that the institution is willing to favourably consider such application if the bidder is successful, OR a letter from the bank with positive rating code 'C' (mandatory requirement).

26.1 The bid will be evaluated as follows:

 Stage 1: Administrative compliance/ pre-qualification

 Stage 2: Price and Specific goals

The stages are further detailed below

27. 1st Stage: Administrative compliance/ Pre-qualification

27.1 The purpose of this pre-qualification evaluation is to determine which bid responses are

compliant and non-compliant with the bid conditions issued by the ECDOH as part of the

bidding process.

27.2 ECDOH has defined minimum pre-qualification criteria that must be met by the Bidder in

order for ECDOH to accept a bid for evaluation. In this regard a pre-evaluation verification

will be carried out by ECDOH in order to determine whether a Proposal complies with the

provisions of this bid.

27.3 Where the Bidder’s bid fails to comply fully with any of the pre-qualification criteria, or

ECDOH is for any reason unable to verify whether the pre-qualification criteria are fully

complied with, ECDOH will have the right to either:

 reject the bid Proposal in question and not to evaluate it at all;

 give the Bidder an opportunity to submit and/or supplement the information and/or

documentation provided by it under its Proposal so as to achieve full compliance

with the pre-qualification criteria, provided that such information and/or

documentation can be provided within a period of 7 (seven) days, or such

alternative period as ECDOH may determine, of it being requested by ECDOH and

is administrative in nature, as opposed to forming a material part of the Bidder’s

Proposal;

 in any event permit the bid to be evaluated, subject to the outstanding information

and/or documentation being submitted prior to the award of the Proposal.

28. The following criteria shall apply

28.1 The bid documentation must be completed comprehensively and correctly.

28.2 Declaration forms (SBD 1, 4, 6.1,) must be fully completed and signed.

28.3 Bidders must be a legal entity or partnership (consortia/joint ventures are acceptable subject

to Paragraph 11 of Part 1 of the Bid Document).

28.4 Bidders must have provided supporting documentation as per the bid requirements.

Responsible official surname & initials signature date

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Committee (chairperson)

Requirement Complied

Yes NO

A Document completed in original ink

B Invitation to Bid (SBD1) completed and signed

C Declaration of Interest (SBD 4)

D Preferential Points Claim (SBD 6.1)

Company registered in South Africa (Registration

E

documents attached)

F JV agreement ( if applicable)

Service provider must be registered on Central Supplier

G

Database (CSD)

Valid Proof of registration with Textile industry

H

(mandatory requirement)

Bidder must submit with the document a Letter confirming

that the bidder has applied for financial assistance from

any reputable financial institution ( National Credit

I Regulator (NCR)) and that the institution is willing to

favourably consider such application in the event that the

bidder is successful OR Letter from the bank with positive

rating code ‘C” (MANDATORY REQUIREMENT)

2nd Stage: Price and Specific goals

29. In terms of the Preferential Procurement Regulations pertaining to the Preferential

Procurement Policy Act of 2022, responsive bids will be adjudicated by the department on the

80/20- preference points system in terms of which points are awarded to bidders on the basis

of:

Points

Price 80

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

The following formula will be used to calculate the points for price:

Ps=80(1-Pt-Pmin)

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Approved by bsc

Committee (chairperson)

Pmin

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

A maximum of 20 points may be allocated to bidders for attaining maximum points for Specific Goals

as Illustrated below:

Number of points

allocated

The specific goals allocated points in terms of

(80/20 system) this tender

(To be completed by the

organ of state)

Equity Ownership by:

Historical Disadvantaged Individuals Ownership

(South African citizen – who, had no franchise in

national elections prior to the introduction of the

Constitution of the Republic of South Africa, 1993,

(Act ), on the basis of:

Historically Disadvantaged Individuals - Race 20% (4)

20% (4) Historically Disadvantaged Individuals - Women

20% (4) Historical Disadvantaged Individual - Disability

Ownership

20% (4) Youth Ownership

Military Veterans Ownership 10% (2)

Locality Ownership 10% (2)

Total 100% (20)

N.B: Bidders are required to submit, together with their bids, the following: -

a) ServiceprovidersmustsubmitproofofitsSpecificGoalspointsclaimed/statusof

contributor.

b) TheSpecificGoalssupportingdocumentsrequiredtoverifyclaimedpointsmayinline

withthespecifiedrequirementsinclude:

Responsible official surname & initials signature date

Drafted by:

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Approved by bsc

Committee (chairperson)

 HistoricallyDisadvantagedIndividualsOwnership:Proofofownership(CIPC

certificate)withidno.

 WomenOwnership:Ownership:Proofofownership(CIPCcertificate)withid

no.

 YouthOwnership:Ownership:Proofofownership(CIPCcertificate)withidno.

 DisabilityOwnership:Proofofownership(CIPCcertificate)withvalidmedical

documentaryproof.

 MilitaryVeteransOwnership:Proofofownership(CIPCcertificate)withvalid

proofofveteranstatus.

 LocalityOwnership:ProofofbusinessaddressinAmathole(Municipalaccount

orvalidleaseagreementorLetterfrommunicipalcouncildateandstampnot

olderthan3months).

 UpdatedCSDreport.

30.1 A bid will not be disqualified from the bidding process if the bidder does not submit a certificate

substantiating the SPECIFIC GOALS. Such bidders will score 0 out of maximum of 20 points

for SPECIFIC GOALS

30.2 The points scored by a bidder in respect of the level of SPECIFIC GOALS will be added to the

points scored for price.

30.3 The department may, before a bid is adjudicated or at any time, require a bidder to

substantiate claims it has made with regards to Specific goals. The total points scored will

be rounded off to the nearest 2 decimals.

30.4 In the event that two or more bids have scored equal total points, the contract will be awarded

to the bidder scoring the highest number of preference points for SPECIFIC GOALS.

30.5 Should two or more bids equal in all respects, the award shall be decided by drawing of lots.

30.6 A contract may, on reasonable and justifiable grounds, be awarded to a bid that did not score

the highest number of points

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Part 2

Conditions of contract and operational requirements

1 contract

The service provider for the supply of the required Service in terms of this invitation to bid

shall come into being on the date of issue of the letter of acceptance of the bidders bid by

the Eastern Cape Department of Health (ECDoH). The bidder is further obliged for the

future support while the contract is in force.

2. Fees and charges

2.1 The will be no adjustments.

2.2 There will be no Price adjustment for the duration of the contract.

2.3 Payment of any consideration in terms of the contract shall not constitute acceptance of any

defective or non-conforming Services or otherwise relieve service provider of any of its

obligations under the contract.

2.5 To the extent that the ECDoH disputes the correctness, nature, extent or calculation of any

fees or expenses payable to service provider in terms of the contract, ECDoH shall be

entitled to withhold payment of such disputed amounts until such time as such dispute is

resolved.

3. General responsibilities of the contractor

3.1 TheECDoH’soperationalrequirements. The service provider shall, in the provision

of the required service, have due regard to the operational requirements of the ECDoH and

other parties occupying or operating from the relevant institution, and shall not do, or

permit to be done, anything which may negatively impact on such parties’ operational

requirements.

3.2 Problem identification and reporting. The service provider shall be proactive in

reporting any matters which it may become aware of which may impact on the business

continuity or operations of the ECDoH at the relevant institution, clinic and office. Without

detracting from the generality of this statement.

3.3 OtherServiceProviders:The service provider acknowledges that it may be required

to provide the Services in conjunction with third party service providers and shall, where

requested by the ECDoH, co-operate fully with such persons.

3.4 Regulationsandstatutes:The service provider shall, in the provision of the Services

observe and comply with all relevant provisions of all applicable legislation and

regulations.

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3.5 Compliancewithprocedures.

It is recorded that during the currency of the contract the ECDoH may implement

procedures and policies at the relevant Institution. The service provider shall comply

fully with any such reasonable procedures and policies, including the permit to work

procedures and health and safety procedures.

3.6 The service provider shall ensure that it and its personnel shall at all times comply fully

with any safety, fire, emergency and security procedures and policies applicable at the

relevant Institution.

3.7 Should the ECDoH at any time believe that any member of service provider personnel is

failing to comply with any such procedures or policies, the ECDoH shall be entitled to

deny such personnel member access to the relevant premises and require contractor to

replace such person without delay.

3.8 Contractor’sprocedures: The service provider shall, upon receipt of written request

from the ECDoH or its appointed Technical Support Manager at the relevant

Institution

Provide the ECDoH with copies of all contractor’s operating procedures and processes

relating to the Services;

3.9 ProvisionofServicesincleanandtidymanner. The service provider shall ensure

that the Services are provided in a clean and tidy manner.

3.10 Servicereports:The service provider shall, upon written request from the DOH or its

appointed. Hospital Manager, provide the DOH with such reports relating to the Service

as may be stipulated in the Specifications, or as may be reasonably required by the DOH

or its appointed Hospital Manager to determine whether service provider is providing the

Services in accordance with the terms and conditions of the contract.

4. Hazardous materials

The service provider will be held liable for any expenses that may be incurred by the

ECDOH as a result of damage to property and injury to personnel as a result of poor

quality products.

5. Fire risks

The service provider shall ensure that its personnel shall, if at any time they believe that

any matter constitutes a fire risk, report this immediately to the ECDoH/Institution and

take such remedial action as may be necessary.

6. Energy management

The service provider shall comply fully with the energy management strategy

implemented at the relevant Institution from time to time and shall provide the Services

in an energy efficient manner.

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7. Occupational health and safety

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended from time to time, (including any act which may take its place should

it be repealed during the currency of the agreement between the parties) as read with

all regulations and standards promulgated in terms of the former Machinery and

Occupational Act, No , as amended, and all regulations & standards

promulgated in terms of the Occupational Health & Safety Act from time to time;

The service provider: -

 acknowledges that he is fully aware of the terms and conditions of the Act;

 acknowledges that he is an employer in its own right with duties and responsibilities

as prescribed in the Act;

 agrees to comply with all rules and regulations implemented by or on behalf of the

ECDoH at the relevant Institution in covering letter relating to health and safety

and will inform the ECDoH immediately should contractor for any reason be unable

to comply with the provisions of the Act and such rules and regulations.

8. Service level agreement

It is recorded that the ECDoH and the service provider may from time to time agree in

writing to additional quality requirements (whether engaged in a service contract or when

repair is required out of guarantee without the maintenance contract option) and

standards relating to the maintenance together with performance measurement

provisions, which quality requirements, performance measurement provisions shall be

reduced to writing in a service level agreement if required and signed by both parties.

9. Performance measurement provisions

9.1 Introduction.

Service provider shall provide the Services during the term of the contract in compliance

with the quality and related standards stipulated in the Specifications, Bid Conditions and

the service level agreement (if any) contemplated in clause 11 above.

The provisions of Clause 10 document contain the manner in which contractor’s

performance will be measured throughout the term of the contract.

9.2 Compliance. For purposes of the contract the compliance by service provider with the

stipulated responsibilities and service standards will be determined: -

 with reference to reports provided by service provider;

 with reference to reports or complaints received from third parties;

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 by means of user satisfaction surveys conducted by ECDoH

 by means of service reviews, inspections or any audit carried out by or on behalf of

the ECDoH.

9.3 Records.Service provider shall at all times keep full and accurate records of all services

provided in terms of the contract and shall retain such records for the currency of the

contract. Upon termination of the contract such records must be provided to the ECDoH

upon request.

9.4 Measurementofperformance

 Periodic checks: ECDoH and/or its appointed Technical Support Manager shall carry

out periodic checks (the intervals to be determined by ECDoH) the purpose of which

shall be to determine whether service provider is providing the services in accordance

with the terms and conditions of the contract if accepted by ECDoH.

 Service complaints: All service complaints, deviations, non-conforming services and

suggestions that are reported to service provider by ECDoH, its appointed facilities

manager, or any other party shall be given proper and speedy consideration by

service provider. The service provider shall investigate complaints, deviations and

non-conforming services in accordance with procedures approved by the ECDoH.

 User satisfaction survey: A user satisfaction survey shall be conducted by ECDoH at

such intervals as ECDoH may determine to assess service user satisfaction. The user

satisfaction survey shall be conducted in such form and in accordance with such

procedures as the parties may agree to in writing from time to time.

9.5 Resultsofchecks,auditsandsurveys ECDoH shall be entitled to utilise the

findings of the surveys, checks, audits and reports contemplated above to determine

compliance by service provider with the service standards and responsibilities stipulated

in the contract. It is recorded that the results of the above checks shall, save to the

extent that service provider can prove otherwise be binding on service provider and

ECDoH shall be entitled to exercise its remedies stipulated in the contract based on such

findings.

10. Breach and termination

Bidders are referred to Paragraph 23 of General Conditions of Contract (GCC) relating to

failure to comply with conditions of this contract.

11. Loss and damage

Service provider hereby indemnifies the State, and will hold the State harmless, against

any loss or damages which the State may suffer, or any claims lodged against the State

by any third party arising out of or relating to any loss that the State or such third party

may suffer as a result of, or arising out of any act or omission of any personnel of service

provider or the failure of service provider to provide the services in accordance with the

provisions of the contract.

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Part 3

Bid strategy

Supply and delivery of curtains for nompumelelo hospital at amathole

Health district in the eastern cape province (once off delivery).

1. Objective

The main objective is to procure curtains for Nompumelelo Hospital in the Eastern Cape province.