Supply, delivery, off-loading and testing of coal for boilers at four eastern cape hospitals

Compulsory virtual clarification meeting: 10 September 2026 at 11:00 (Microsoft Teams).

Closing date and time: 25 September 2026 at 11:00am.

Bid validity period: 12 weeks from closing date.

Procurement (SCM) contact: Ms Thabisa Notshe

Email: [email protected]

Phone: 040 608 9641 / 040 608 9501

E-tender portal technical support: 012 406 9229 / 012 406 9222 or [email protected]

Employer: Eastern Cape Department of Health, Dukumbana Building, Independence Avenue, Private Bag X0038, Bhisho 5605.

Submission method: online only via the National Treasury e-Tender Portal (www.etenders.gov.za). No physical documents accepted.

Closing: 25 September 2026 at 11:00am. Late submissions will not be accepted.

Mandatory virtual clarification meeting: 10 September 2026 at 11:00 via Microsoft Teams (Meeting ID: 350 591 550 485 918, Passcode: 9Uf76v75). Attendance is compulsory; non-attendance renders the bid non-responsive.

All returnable documents must be completed in non-erasable ink, signed by an authorised signatory, and uploaded as part of the e-submission.

Required returnable forms and schedules (each must be completed, signed and submitted):

• SBD 1 Invitation to Bid (Parts A and B)
• SBD 4 Declaration of Interest
• SBD 6.1 Preference Points Claim Form (Preferential Procurement Regulations 2022)
• CIPRO Certificate (latest, reflecting specific-goals ownership)
• Compulsory Enterprise Questionnaire
• Record of Addenda to Tender Documents
• Resolution for Signatory (on company letterhead)
• Resolution of Board of Directors for Consortium/Joint Venture (if applicable)
• Schedule of Proposed Testing Laboratory (T2.2c-1)
• Schedule of Proposed Coal Mine (T2.2c-2)
• Schedule of Key Personnel: Contract Manager (T2.2d) with CV and certified qualifications
• Schedule of Key Personnel: Contract Supervisor (T2.2e) with CV and certified qualifications
• Bank Rating letter (Code C minimum, enquiry amount ≥ R3 000 000 incl. VAT)
• Letter of Good Standing from Compensation Commissioner (UIF)
• Proof of CSD registration
• Form of Offer and Acceptance (C1.1)
• Contract Data (C1.2)
• Bills of Quantities and Final Summary (C2.2)
• Annexure A: Contract Programme (Gantt chart, bi-monthly delivery basis)
• Annexure B: Company Experience & Contactable References

Joint ventures must submit a signed JV agreement bound with the bid; failure to do so renders the bid non-responsive.

Bid validity period: 12 weeks.

Technical enquiries must be directed in writing to Supply Chain Management at [email protected] during office hours.

Two-stage evaluation: Stage 1 – Functionality (minimum 60/100 points to proceed); Stage 2 – Price (80 points) and Specific Goals (20 points) under the 80/20 preference point system.

Functionality criteria:

1. Contract Programme (max 40 points): Gantt chart showing bi-monthly coal delivery schedule to all four hospitals (25 points for delivery period; 15 points for completeness). No Gantt chart = zero points for this criterion.
2. Company Experience (max 60 points): Points awarded for completed or awarded projects in coal/boiler supply valued > R3 000 000 each, with required portfolio of evidence (letter of award, completion certificate, reference form).

• 4+ projects: 60 points
• 3 projects: 40 points
• 2 projects: 25 points
• 1 project: 20 points
• None meeting criteria: 0 points

Missing portfolio of evidence for any claimed project = zero points for that project.

Financial offer scored using Formula 2 (Option 1): NFO = (1 – (P – Pm)/Pm) × W1.

Specific Goals points (20 total) allocated per certified CIPRO certificate:

• Historically Disadvantaged Individuals Ownership: Race 20% (4 pts), Gender 20% (4 pts), Disability 20% (4 pts), Youth 20% (4 pts)
• Military Veterans Ownership: 10% (2 pts)
• Locality Ownership (Eastern Cape): 10% (2 pts)

Risk assessment will be conducted on shortlisted bidders covering reasonableness of financial offer, unit rates, and bidder capacity (qualifications, competence, financial resources, equipment, managerial capability, reliability, experience, reputation, personnel).

Scope: Supply, delivery, off-loading and testing of coal for boilers at four hospitals: Bhisho, Butterworth, Komani and Tower Hospital.

Coal must be sourced from South Africa only.

Delivery schedule: bi-monthly basis to each hospital as per contract programme (Gantt chart required).

Testing: bidder must propose a testing laboratory (Schedule T2.2c-1) and coal mine/source (Schedule T2.2c-2).

Key personnel (must be in bidder's employment at bid close or provided via signed undertaking from another organisation):

• Contract Manager: Trade Certificate NQF Level 4 in Coal Related Industry or Electric Boiler environment, minimum 5 years' experience. CV and certified qualifications required.
• Contract Supervisor: Trade Certificate NQF Level 4 in Coal Related Industry or Electric Boiler environment, minimum 3 years' experience. CV and certified qualifications required.

Replacement of key personnel after award permitted within 10 working days with equivalent competencies, subject to employer approval.

Contract based on Supply Contract – 2nd edition of CIDB document 1021.

Project-specific Health and Safety Specification (C3.2) applies.

Site information provided in Part C4 (C4.1).

Access for inspections, tests and analysis must be provided as required by employer (refer PW371).

Company experience evaluated under Functionality (max 60 points) for projects > R3 000 000 in coal/boiler supply. Portfolio of evidence required per project: letter of award, completion certificate, reference form. Key personnel requirements:

• Contract Manager: Trade Certificate NQF Level 4 (Coal Related Industry or Electric Boiler), minimum 5 years' experience. CV and certified qualifications (< 3 months old) required.
• Contract Supervisor: Trade Certificate NQF Level 4 (Coal Related Industry or Electric Boiler), minimum 3 years' experience. CV and certified qualifications (< 3 months old) required.

Personnel must be in bidder's permanent employment at bid close or provided via signed undertaking from another organisation under sub-consultant agreement. Replacement within 10 working days after award with equivalent competencies subject to employer approval.

Quality requirements embedded in Scope of Works (C3.1) and Project Specific Health and Safety Specification (C3.2). Testing of coal to be performed by proposed laboratory (Schedule T2.2c-1). Coal source/mine must be declared (Schedule T2.2c-2). Access for inspections, tests and analysis must be provided as required by employer (refer PW371). Risk assessment includes evaluation of technical qualifications, competence, equipment and physical facilities. No separate quality management system certification explicitly required in extracted text.

Pricing data: Bills of Quantities (C2.2) with Preliminaries and General, and Final Summary Page (C1.1a). Pricing Instructions (C2.1) govern completion. Alternative offers require 5% of alternative amount added to pricing data for employer's evaluation costs. Imbalanced rates (excessively low/high or not in proper balance) may be challenged; bidder must justify or amend rates without altering total tendered price. No claims for extras admitted after submission due to ambiguities. Bidder deemed to have verified all pages, figures and pricing data before submission.

Pricing: Bills of Quantities (C2.2) with Final Summary Page (C1.1a). Pricing Instructions (C2.1) apply.

Bank rating: minimum Code C (Good for amount quoted if strictly in the way of business – Unlikely to commit themselves beyond their means) from a recognised financial institution. Enquiry amount on bank rating letter must be ≥ R3 000 000 including VAT. Failure to provide, or rating below Code C, or enquiry amount below threshold = non-responsive.

Fixed Contract Guarantee (C1.3) required as per draft contract.

Alternative offers permitted only if they demonstrably satisfy employer's standards; 5% of alternative offer amount must be added to pricing data for employer's evaluation costs.

No two-envelope procedure.

Payment terms not explicitly detailed in extracted text; standard supply contract terms apply.

Risk analysis includes reasonableness of financial offer and unit rates.

Mandatory compliance documents:

• CSD registration (proof submitted with bid)
• Valid tax compliance status (verified via CSD/eFiling; non-compliant bidders get 7 working days to rectify)
• Letter of Good Standing from Compensation Commissioner (UIF) submitted with bid
• CIPRO Certificate (latest) reflecting specific-goals ownership for preference points
• Certified copies of key personnel qualifications (certification < 3 months old at bid close; SCM may request within 7 days if missing)
• Bank rating letter meeting Code C and R3 000 000 enquiry amount threshold
• Signed SBD 1, SBD 4, SBD 6.1, Compulsory Enterprise Questionnaire, Resolution for Signatory (on company letterhead)
• Joint venture agreement (if bidding as JV)
• No director/shareholder in service of state (per SBD 4 and Compulsory Enterprise Questionnaire)
• Bidder and directors not listed on Register of Tender Defaulters or National Treasury restricted suppliers database
• No history of poor performance, fraud, corruption, abuse of SCM system, or wilful neglect of public sector contracts in past 5 years
• Completion of Certificate of Independent Bid Determination and Declaration of Past Supply Chain Management Practices
• Only South African coal acceptable
• All returnable documents completed in non-erasable ink and signed by authorised signatory

Project Specific Health and Safety Specification (C3.2) forms part of the Scope of Works. Letter of Good Standing from Compensation Commissioner (UIF) mandatory with bid submission. Compliance with Occupational Health and Safety Act and regulations implied. No further OHS detail extracted from provided text.

Contract form: Supply Contract – 2nd edition of CIDB document 1021. Contract Data (C1.2) and Fixed Contract Guarantee (C1.3) form part of the agreement. Employer's agent: not applicable (n/a). Verbal information not binding; only formal written amendments count. Competitive negotiation and two-stage system not followed. Two-envelope procedure not followed. Alternative offers permitted with 5% cost premium for evaluation. Bid validity: 12 weeks. One paper copy of signed contract to be provided by employer. Invalid tender conditions: offer not on Form of Offer and Acceptance (C1.1), form incomplete/unsigned, bidder name missing/illegible, not completed in non-erasable ink. Negotiations with preferred bidders allowed under strict conditions. General SCM conditions apply: no award to state employees, advisors/consultants involved in specification committee, or entities with directors in state service. Combating SCM abuse: rejection for poor performance, fraud, corruption, wilful neglect, or listing on defaulters/restricted databases in past 5 years. UIF good standing letter required with bid. No claims for extras after submission; bidder deemed to have read/understood all documents, visited sites, requested clarifications, and received all addenda. Imbalanced rates may require justification and amendment; failure to amend satisfactorily may lead to rejection.

Additional evaluation detail: Risk analysis will be performed on shortlisted bidders covering (a) reasonableness of financial offer, (b) reasonableness of unit rates and prices, (c) bidder's ability to fulfil obligations (professional/technical qualifications, competence, financial resources, equipment, facilities, managerial capability, reliability, experience, reputation, personnel). Shortlisted bidders will be given opportunity to respond to concerns raised during risk assessment. Negotiations with preferred bidders permitted provided they do not give unfair advantage, prejudice other bidders, or increase the submitted price.