Distribution and collection of medical waste (health care risk waste) for eastern cape clinics and community health centres – 36 months

Enquiries (bidding and technical):

• Name: Mrs L. Tshangela
• Email: [email protected]
• Telephone: not stated

Submission:

• Method: eTender portal
• Address: www.etenders.gov.za

Submission must be made online via the eTender portal at www.etenders.gov.za before the closing time of 11:00 on 2 December 2026. Late submissions will not be accepted. All forms must be completed and signed; bids must be submitted on the official forms provided (not re-typed). The successful bidder will be required to sign a written contract (SBD 7).

Returnable documents (all must be completed, signed and submitted with the bid):

• SBD 1 (Invitation to Bid): bidder details and the offer cover page.
• SBD 3.3 (Pricing Schedule): itemised prices, inclusive of VAT.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the department.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals.
• Schedule D (Qualifications and Experience): details of relevant experience and current contracts (description, period, contact person, telephone).
• Schedule E (Organizational Type): CK documents listing partners, members or directors.
• Schedule F (Organizational Structure): envisaged organisational principles and procedures.
• Schedule G (Nearest Office): details of the bidder's nearest office to the institutions.
• Schedule H (Financial Particulars): latest annual financial statements, management accounts or bank rating letter.
• Proof of CSD registration.
• SARS Tax Compliance Status PIN or CSD number.
• Proof of authority to sign (e.g. company resolution).
• Vehicle registration documents or hiring agreement, plus colour photos (interior/exterior) of each vehicle.
• Haz Chem certificate for the driver(s) from an accredited training provider (NQF Level 3).
• For Joint Ventures/Consortia: a valid agreement and a nominated lead member.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Not attending the compulsory briefing session.
• 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.

The bid is evaluated in four stages:

Stage 1: Administrative Compliance (pre-qualification) — all forms must be complete, signed and correct; bidder must be CSD-registered; state employees or entities with state-employed directors/members are excluded. The department may allow up to 7 days to correct administrative omissions.

Stage 2: Mandatory/Non-Negotiable Requirements — SBD 1, SBD 3.3 and SBD 4 must be signed; JV/Consortium agreement if applicable; attendance of compulsory briefing; vehicle availability as per specifications; Haz Chem certificate for driver.

Stage 3: Functionality (total available 35 points) — minimum qualifying score of 30/35 to proceed:

• Contingency plan (15 points): covering transportation (5), accidental spills (5) and emergency procedures (5).
• Proof of address in the district being bidded for (20 points): within the district 20, outside district 15, outside Eastern Cape 0. Evidence: municipal account, ward councillor letter with affidavit, lease agreement with 3 months rental proof, SARS/government letter, or bank statement with address.

Stage 4: Price and Specific Goals — evaluated on the 80/20 preference point system (PPPFA and 2022 Regulations):

• Price: maximum 80 points, scored using the formula Ps = 80(1 - Pt/Pmin) where Pt is the comparative price under consideration and Pmin is the lowest acceptable price.
• Specific Goals: maximum 20 points, weighted as: Race 20% (4 points), Women 20% (4 points), Disability 20% (4 points), Youth 20% (6 points), Military Veterans 5% (2 points). Proof of claims required; a bidder without proof scores 0 for Specific Goals but is not disqualified.

Supporting evidence for Specific Goals must include: CSD report (within 7 days of closing), CIPC certificate or CSD report with certified ID copies (within 3 months), medical certificate for disability, proof of address, or letter from Department of Military Veterans.

Stage 5: In Loco Inspection — the department reserves the right to physically verify claims made in the technical evaluation.

Scope of Services (36 months):

• Distribution of medical waste containers to public clinics and community health centres (CHCs), excluding private clinics.
• Collection of health care risk waste (HCRW) from clinics and CHCs to central collection points (public hospitals or CHCs within the district).
• Safe and effective handling, removal, transportation, off-loading and storage of medical waste.
• Compliance with all statutory HCRW management requirements.
• Provision of precautionary measures for health and safety of workers and the public.
• Provision of monitoring systems and reports to the department capturing quantities, challenges and corrective steps.

Waste categories covered: general infectious waste, sharps waste, pathological waste, pharmaceutical waste, and extraordinary items.

Disposable containers to be supplied and distributed: sharps containers, speccy bins for pathological waste, red liners for infectious waste (with seals), yellow liners for condemned linen, pharmaceutical waste containers, and box sets.

Facilities: All public clinics and CHCs in the Eastern Cape, as listed in Annexure B (List of Health Facilities). The list may be amended during the contract period.

Collection and delivery: The contractor must establish a Collection Schedule and a Waste Collection Point for each facility. The district office determines delivery times and locations. Containers must be delivered during scheduled rounds, and new containers must not be contaminated during transport.

The bid is divided into six health districts, and bidders may bid for one or more districts. Where there are insufficient responsive bidders in a district, the department may negotiate and appoint for other districts.

Bidders must provide a written contingency plan addressing: alternative transportation when the vehicle is unavailable, management of accidental spills, and steps to follow during an accident (15 points).

Bidders must also submit proof of their address in the district being bidded for (20 points), as detailed in the functionality evaluation.

Bidders must submit certified copies of certificates and details of their experience in the relevant trade, including descriptions of current contracts, contract periods, contact persons and telephone numbers, on Schedule D.

Organisational documents (CK documents) must be submitted on Schedule E. Organisational structure on Schedule F, nearest office details on Schedule G, and financial particulars on Schedule H.

The contractor must adhere to Good Engineering and Operating Practices, ensuring adequate materials, trained personnel, preventive maintenance, monitoring and testing of equipment, and compliance with department requirements and applicable laws.

Performance will be measured through contractor reports, third-party feedback, service reviews, inspections, and audits by the department.

All services must be provided in a clean and tidy manner.

Pricing must be submitted on the Pricing Schedule (SBD 3.3) and must be inclusive of VAT.

Kilometres travelled will be paid at prevailing AA (Automobile Association) rates for the specific engine capacity.

Payment terms: the department may withhold any disputed amounts until the dispute is resolved.

Financial standing: bidders must submit latest annual financial statements, management accounts or a bank rating letter to demonstrate financial viability. Failure to do so may render the bid non-responsive.

Price adjustment: prices may be adjusted at six-monthly intervals using the Consumer Price Index (Core Inflation Rate for Metropolitan Areas).

CSD registration and proof must be submitted.

Tax compliance: bidder must provide a SARS Tax Compliance Status PIN (obtainable via e-Filing) or a CSD number; all JV/consortium/subcontractor parties must provide separate proof.

No bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

For Joint Ventures/Consortia: a legally binding agreement must be submitted and a lead member nominated; failure invalidates the bid.

Specific Goals (B-BBEE/HDI) proofs must be provided to claim points, as detailed in evaluation criteria.

Validity period: bids must remain valid for 120 calendar days from the closing date.

The contractor must comply with the Occupational Health and Safety Act and all applicable regulations.

An operational health and safety plan must be submitted, covering equipment, procedures, training, and measures for all personnel.

The plan must describe the vaccination programme for workers and the availability of antiretroviral treatment in case of needle-stick injuries.

Daily records of waste handling operations must be kept, and all OHS incidents (especially needle-stick injuries or skin abrasions) must be reported.

All employees (permanent or temporary) must be adequately insured, and untrained persons must not carry out any work.

Health and safety reports must include: medical examination outcomes, vaccination programme, antiretroviral programme, accident reports and prevention measures, PPE supply and usage, and OHS compliance.

The contractor must comply with all environmental requirements related to HCRW management, including prevention of pollution and proper waste treatment.

Treatment methods must render waste unrecognisable (e.g. autoclave at 148°C for at least 35 minutes) or an alternative method that renders waste non-infectious and minimises waste.

The contractor must adhere to the Manifest System for cradle-to-grave documentation of HCRW.

Incident reports must be submitted for any environmental risks or pollution-related accidents.

Contract period: 36 months, with a service level agreement to be signed.

Service commencement: 2 months after the contract date, with a 60-day mobilisation period.

Payment: kilometres calculated at prevailing AA rates for the engine capacity; disputed amounts may be withheld until resolution.

Reporting obligations: operational reports, financial reports, bi-annual reports (due within 1 month after each six-month period), and incident reports (signed, to be submitted electronically by noon the following day).

Termination: the department may withdraw or terminate participation without liability; bidders bear their own bidding costs.

Price adjustment: at six-monthly intervals based on CPI (CIRMA).