Supply and delivery of sutures and ligatures to western cape hospitals (contract to 19 april 2029)

Closing date: 08 December 2026 at 11:00

• Bid validity: 120 days from closing date (expires 07 April 2027)
• Queries deadline: end of business Wednesday, 25 November 2026
• Department responses to queries: end of business Tuesday, 01 December 2026
• No briefing session or site visit is stated.

Bidding procedure enquiries:

• Contact: Mr. Tom Khubisa
• Email: [email protected]
• Telephone: 021 483 5698

Technical enquiries:

• Contact: Mrs. Mariam Kozain
• Email: [email protected]
• Telephone: 021 834 9026

CSD registration helpdesk:

• Email: [email protected]

Submission address:

Department of Health Bid Box, M9 building, Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville

Submission method: sealed envelope deposited in the Department of Health bid box at the M9 building, Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville. Bid box open Monday to Friday 07:30–16:00 (excluding public holidays).

• Hard copy of the complete bid document, all annexures and any supplementary information must be submitted by closing time.
• A soft copy of the completed bid document on a USB flash drive is also required; the Pricing Schedule must be in MS Excel format in a separate folder on the USB. If the electronic copy differs from the hard copy, the hard copy prevails.
• Bids submitted by telegram, telex, fax or email will not be considered.
• Late bids will not be accepted for consideration.
• Envelope must be marked with the bidder's name and address, the bid number and closing date, and must not contain documents for any other bid.
• All documents must be completed in black ink or electronically, but all signatures must be original and in black pen. All documentation must be in English.
• Bids must be submitted on the official forms only; forms may not be re-typed or redrafted. No alterations, erasures, omissions or additions to the text or conditions are allowed.
• Bidders must ensure no pages are omitted or duplicated. Failure to submit any requested information may result in disqualification.
• Returnable forms (all must be completed, signed and submitted):
• WCBD 1 (Invitation to Bid): the offer cover page, including proof of South African representative status (if applicable) and proof of authority to sign.
• WCBD 3.1 (Pricing Schedule): completed with specifications and prices.
• WCBD 3.2 (Non-Firm Prices): required if prices are subject to rate-of-exchange variation.
• WCBD 4 (Declaration of Interests, Bidders Past SCM Practices and Independent Bid Determination): discloses interests, past practices and certifies independent pricing.
• WCBD 5 (National Industrial Participation Programme): declaration regarding NIPP obligations.
• WCBD 6.1 (Preference Points Claim): claims B-BBEE preference points; must be substantiated by a SANAS-accredited B-BBEE certificate or sworn affidavit.
• Bidders must email [email protected] and [email protected] when downloading the bid document, providing company name, contact person, phone and email.

Evaluation is in three phases:

• Phase 1: Mandatory and administrative compliance (manufacturer supply agreement, manufacturing standards, mandatory standards, sterility standards, SAHPRA registration, latex-free declarations, CSD registration). Only compliant bidders proceed.
• Phase 2: Sample compliance with specifications and clinical acceptability. Only bidders whose samples are clinically acceptable and meet specifications proceed.
• Phase 3: Preference points for price and B-BBEE status under the 80:20 Preferential Procurement Points System (Preferential Procurement Regulations 2022 and Western Cape Government interim strategy).
• Award is single-item per item, based on compliance, clinical acceptability, then price and preference points.
• The department may visit bidder premises by prior arrangement.
• Samples: compliant bidders will be notified to submit samples within approximately 2–6 weeks after bid closing; samples due within approximately 4–6 weeks. No late samples accepted. Minimum 3–5 samples per item. Each sample must be labelled with bid number, company name and address, item number and product code, with an individual evaluation report form attached. Samples not evaluated if forms incomplete, mismatched, or products incorrectly labelled. Successful bidders' samples retained for the full contract period; unsuccessful bidders must collect samples within two weeks of award notification.

Supply and delivery of sutures & ligatures devices to all hospitals and institutions under the control of the Western Cape Department of Health and Wellness, for a period ending 19 April 2029.

• Items include absorbable surgical sutures (e.g. Chromic Catgut) with specified diameter, length, needle type and size. Quantities are estimates and not guaranteed; orders will be determined by hospital requirements.
• Delivery: within 21 days of receipt of order, to all institutions and the Western Cape Warehouse. Delivery costs must be included in the bid price.
• Packaging: each item individually packaged and labelled with bidder name, item description, product code, date manufactured, expiry date, batch/lot number, latex-free symbol or proof, sterilisation date/expiry/method/process indicator (where applicable). Non-manufacturer suppliers must add a separate label with 'Contractor's Details' including company name, address and contact details.
• Products must be new, unused, current models, and free from defects. Warranty valid 12 months after delivery and acceptance.
• The department may request clinical evidence of any product or medical device at any time.

Quality requirements:

• Samples must be labelled clearly with bid number, company name and address, item number and product code. An individual evaluation report form (Sections A–C) must be attached to each sample.
• Minimum 3–5 samples per item must be provided to the Department of Health and Wellness Head Office. Additional samples must be available on short notice for testing.
• Written proof of sample delivery is required, including item numbers, descriptions, quantities, and signatures of the delivering and receiving officials.
• Samples will not be evaluated if the evaluation form is incomplete, missing, mismatched, or if products are incorrectly labelled.
• No representative samples accepted; a sample for each item/sub-item offered is required.
• Successful bidders' samples retained for the full contract period; unsuccessful bidders must collect within two weeks of award notification.

Pricing schedule (WCBD 3.1):

• Prices must be quoted in ZAR, nett and VAT inclusive, including delivery costs.
• Bidders must complete the pricing schedule in MS Excel format as a separate folder on the USB flash drive.
• Prices may be firm for the contract duration (preferred) or non-firm subject to ROE variation (complete WCBD 3.2).
• For ROE claims: no claims within first 3 months; monthly thereafter; claims within 60 days of delivery. If ZAR strengthens, the department may claim the difference.
• The quantities in the specifications are estimates only and not guaranteed.

Prices must be quoted in South African Rand (ZAR), nett and VAT inclusive, including all delivery costs to the institutions listed in Annexure A.

• Bidders may bid either:

a) firm prices for the duration of the contract (preferred), or

b) non-firm prices subject to rate-of-exchange (ROE) variation, with full particulars on WCBD 3.2.

• For ROE claims: no claims within the first 3 months of the contract; thereafter monthly claims only; claims must be made within 60 days of delivery. If ZAR strengthens, the department may claim the difference.
• No price variation structures for different periods will be considered unless firm tier prices (year 2 and 3) or a flat rate for all years.
• Payment terms: not applicable (no specific payment terms stated).

CSD registration:

• All bidders must be registered on the Central Supplier Database (CSD) at bid closing. Self-registration at www.csd.gov.za.
• If tax compliance status cannot be verified or is non-compliant on CSD, bidder has 7 working days to confirm compliance.

Tax compliance:

• Bidders must submit their SARS tax compliance status PIN, or a printed TCS certificate, or a CSD number if no PIN is available. For consortia/JVs/subcontractors, each party must submit separate TCS and CSD numbers.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

B-bbee:

• Only the B-BBEE status on WCBD 6.1 will be used for evaluation; not the status on CSD or WCSEB.
• Must be substantiated by a SANAS-accredited B-BBEE certificate or a sworn affidavit (for EMEs/QSEs) confirming annual total revenue and black ownership.

Mandatory product standards (for all items):

• Valid SAHPRA licence as manufacturer, distributor or wholesaler of medical devices and IVDs. No proof of application accepted.
• Valid ISO 13485:2016 certificate for each manufacturer.
• Valid SANS 494-1:2011 certificate (sterile sutures and ligatures).
• Sterilisation validation certificates (ISO 17665-1, ISO 11134, ISO 11135, ISO 11137 or EN harmonised standards, as applicable).
• Latex-free declarations or labels for each item specified latex-free.
• Manufacturer supply agreement or distribution letter if not the manufacturer, confirming no objection to offering the products and continued supply if awarded.

Health and safety requirements:

• A valid SAHPRA licence (manufacturer, distributor or wholesaler of medical devices and IVDs) is mandatory; failure to submit invalidates the bid. No proof of application accepted.
• SAHPRA contact: Tel (012) 501 0300, email [email protected]. Postal address: Private Bag X828, Pretoria, 0001.
• Latex-free declarations or labels required for each item specified latex-free; the department may request laboratory verification reports.
• Sterilisation validation certificates required for all sterile items, per applicable standards (ISO 17665-1, ISO 11134, ISO 11135, ISO 11137 or EN harmonised standards).

Contract conditions:

• The bid is subject to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). In case of conflict, SCC prevails.
• Offers valid for 120 calendar days from closing.
• The department may withdraw services, terminate participation for non-compliance, accept or reject any bid, amend the process, or cancel the bid without liability.
• The department may award in part or in whole, and is not obliged to accept the lowest bid.
• No assignment, cession, transfer or sale of the contract without prior written approval. Subcontractors must be identified in WCBD 6.1 and changes require written approval.
• The bidder is exclusively responsible for subcontractor compliance and performance.
• Warranty: goods must be new, unused, current models, free from defects for 12 months after delivery and acceptance. The bidder must repair or replace defective goods at no cost.
• Delivery within 21 days of receipt of order.
• The department may collect random samples for quality compliance testing throughout the contract.
• The bidder must provide statements of supplies delivered when requested; failure may result in the department obtaining the information at the bidder's expense.
• The department may enter into negotiations regarding price revisions and service delivery.

Only the B-BBEE status stated on WCBD 6.1 will be used for evaluation. Bidders must provide a valid ISO 13485:2016 certificate for each manufacturer. The evaluation follows the three-phase process described in the main evaluation criteria.