Supply and delivery of medical forensic products and dissection/autopsy instruments to western cape health institutions (contract to 30 november 2028)

Closing date and time: 04 December 2026 at 11:00.

Bid validity: 120 calendar days from the closing date, expiring 03 April 2027.

Query deadline: 27 November 2026 by end of business.

Department response to queries: 02 December 2026 by end of business.

Rate of exchange determination date: 24 November 2026 (10 days before bid closing).

Sample submission: within approximately 3–4 weeks of written notification to compliant bidders.

Contract period: ending 30 November 2028.

Bidding procedure enquiries:

• Contact: Riaan Meyer
• Email: [email protected]
• Telephone: 021 834 9018

Technical enquiries:

• Contact: Rochelle Hardnick
• Email: [email protected]
• Telephone: 021 834 9017

CSD e-Procurement helpdesk:

• Email: [email protected]

Submission address:

Department of Health Bid Box

Main entrance, Supply Chain Management Offices (M9 building)

Karl Bremer Hospital

Corner Mike Pienaar Boulevard and Frans Conradie Avenue

Bellville

SAHPRA contact (for licence enquiries):

• Telephone: (012) 501 0300
• Email: [email protected]
• Postal address: Private Bag X828, Pretoria, 0001

Submission method: hard copy in the bid box, plus a USB flash drive containing the completed bid document and the pricing schedule in MS Excel format.

Bid box location: Department of Health bid box, main entrance of the Supply Chain Management Offices (M9 building), Karl Bremer Hospital, corner of Mike Pienaar Boulevard and Frans Conradie Avenue, Bellville.

Bid box access: Mondays to Fridays, 07:30 to 16:00 (excluding public holidays).

Hard copy: all pages of the bid document, all annexures and all supplementary information must be included.

Electronic copy: the USB must contain the completed bid document and a separate folder with the pricing schedule in MS Excel.

Precedence: if the electronic and hard copies differ, the hard copy prevails.

Late bids: not accepted.

Bids by telegram, telex, fax or email: not accepted.

Envelope marking: sealed envelope showing the bidder's name and address, the bid number and the closing date; no documents for any other bid may be enclosed.

Completion: black ink or electronic, but all signatures must be original handwritten black pen; English only; no retyping or redrafting of the bid documents; no alterations, erasures, omissions or additions except where requested.

Returnable documents:

• WCBD 1 (The Bid): signed offer, with proof of authority to sign (e.g. company resolution) and proof of South African representative status if applicable.
• WCBD 3.1 (Pricing Schedule, including Specifications): completed prices and the item questionnaire.
• WCBD 3.2 (Non-Firm Prices / Rate of Exchange): only where prices are not firm.
• WCBD 4 (Declaration of Interests, Bidder's Past SCM Practices and Independent Bid Determination): discloses interests and certifies independent pricing.
• WCBD 5 (National Industrial Participation Programme): completed where applicable.
• WCBD 6.1 (Preference Point Claim Form): claims B-BBEE points, supported by a SANAS-accredited B-BBEE certificate or a sworn affidavit confirming annual total revenue and black ownership.
• WCBD 7.1 (Contract Form – Purchase of Goods): signed by the successful bidder on award.
• Tax compliance: SARS tax compliance status PIN or CSD number.
• CSD registration confirmation.
• Manufacturer supply agreement or distribution letter (if not the manufacturer).
• ISO 13485:2016 certificate for each manufacturer.
• SAHPRA licence as manufacturer, distributor or wholesaler of medical devices and IVDs.
• Latex-free letters or declarations for each item specified as latex-free.
• Samples: 3–5 per item, each labelled with bid number, company name and address, item number and product code, with a separate evaluation report form (Sections A–C) attached to each sample.
• Written proof of sample delivery to Department of Health and Wellness Head Office, listing items, quantities and signatures of deliverer and receiver.

Disqualification risks:

• Late submission.
• Omission of any mandatory document or unsigned form.
• Failure to submit a SAHPRA licence.
• Failure to submit samples or late samples.
• Samples without the required evaluation form or with mismatched labelling.
• Failure to provide a manufacturer supply agreement or distribution letter.
• Failure to provide ISO 13485:2016 certificates.
• Failure to provide latex-free declarations where required.
• Submission by email, fax or telegram.

Evaluation stages:

1. Phase 1 – Mandatory and administrative compliance: only compliant bidders proceed.
2. Phase 2 – Sample compliance with specifications and clinical acceptability: only bidders whose samples are clinically acceptable and meet specifications proceed.
3. Phase 3 – Points for price and B-BBEE status under the 80:20 Preferential Procurement Points System (Preferential Procurement Regulations 2022 and Western Cape interim strategy).

Preference points system: 80/20.

B-BBEE: only the status reflected on WCBD 6.1 is used; the CSD or Western Cape Supplier Evidence Bank status is not considered.

Award: the Department may award in part or in whole, as single or multiple item awards, at the discretion of the Bid Evaluation Committee.

Samples: compliant bidders are notified in writing of the sample submission cut-off and have approximately 3–4 weeks to deliver samples; late samples are disregarded.

Site visits: the Department may visit the bidder's or subcontractor's premises by prior arrangement.

Scope: supply and delivery of medical forensic products, including dissection and autopsy instruments, to all institutions under the Western Cape Department of Health and Wellness, for the period ending 30 November 2028.

Delivery: within 21 days of receipt of order, to institutional stores and the Western Cape Warehouse as listed in Annexure A; adequate stock must always be available.

Quantities: estimates only, not guaranteed; institutions are not restricted to minimum order quantities.

Packaging and labelling: each item individually packaged and labelled with bidder name, item description, product code, date of manufacture, expiry date, batch/lot number, sterilisation date and expiry (where applicable), sterilisation method (where applicable) and sterilisation process indicator (where applicable); distributors must add a separate "Contractor's Details" label with company name, address and contact details on the outer packaging.

Product standards: goods must be new, unused and of the most recent model; warranty for 12 months after delivery and acceptance; autopsy instruments must be of a quality similar to operating instruments, with lifetime warranty against cracking, pitting, rusting and breaking where specified.

Samples: 3–5 samples per item offered, each labelled with bid number, company name and address, item number and product code; a separate evaluation report form (Sections A–C) must be attached to each sample; written proof of delivery to Head Office required; additional samples may be requested at short notice; samples of successful bidders retained for the contract period; unsuccessful bidders must collect samples within two weeks of notification.

Clinical evidence: the Department may request clinical evidence of any product or medical device.

Quality compliance: random samples may be collected from institutions for testing throughout the contract period.

Example specifications (from the pricing schedule):

• Item 4 Lister bandage scissors: length 15–18 cm; blade bottom 40–50 mm; angled blades; finger ring diameter 25–30 mm; stainless steel; autoclavable; reusable.
• Item 12 Bone mallet: stainless steel handle; lead-filled head; inner striking face 8–11 mm; outer striking face 15–20 mm; handle circumference near head 5–8 mm; welded handle; weight 510–560 g; mirror or satin finish; length 20–25 cm; reusable; non-sterile.
• Item 25.1 Safety razor brain knife handle: length 150–180 mm; plastic handle; reusable; non-sterile.
• Item 25.2 Safety razor brain knife blade: length 325 mm; width 30 mm.
• Item 26 Boning knife: length 26–30 cm; stainless steel 54–58 HRC hardness (certificate required); polypropylene handle; blade length 13–15 cm; reusable; non-sterile.
• Item 38 Stainless steel ladle for clinical use: handle length 250–270 mm; cup and handle formed from a single sheet without welding; flat handle with relief pressed along its length; curved tip 50–60 mm; cup diameter 60–70 mm; round cup without flat bottom; reusable; non-sterile; autoclavable.

Samples: 3–5 per item offered; each sample must be labelled with the bid number, company name and address, item number and product code; a separate evaluation report form (Sections A–C) must be attached to each sample; samples without the form, with mismatched forms, or incorrectly labelled will not be evaluated; no representative samples accepted.

Sample delivery: written proof of delivery to Department of Health and Wellness Head Office must list the items, quantities and signatures of the deliverer and receiver.

Additional samples: bidders must make additional samples available on request at short notice after bid closing for testing.

Retention: samples of successful bidders are retained for the contract period; unsuccessful bidders must collect samples within two weeks of notification, after which they may be destroyed.

Quality testing: random samples may be collected from institutions for quality compliance testing throughout the contract period.

Clinical evidence: the Department may request clinical evidence of any product or medical device.

Pricing form: WCBD 3.1 (Pricing Schedule – Purchases) must be completed in full, including the item questionnaire for each item offered.

Prices: quoted in South African Rand, inclusive of VAT and all costs including delivery to Annexure A institutions.

Price structures: firm prices for the contract period may receive preference; three-tier prices (firm prices for years 2 and 3) may be offered; a single flat rate for the two years subject to ROE only may be offered; non-firm prices require full particulars on WCBD 3.2.

ROE: the ROE used for conversion is determined 10 days before bid closing, on 24 November 2026; no ROE claims in the first 3 months; thereafter monthly and only within 60 days of delivery; if the Rand strengthens, the Department may claim the difference.

Price adjustments: no adjustment in the first 3 months; thereafter quarterly (for non-firm prices).

Questionnaire: for each item, bidders must state brand name, product code, country of manufacture, whether they are the manufacturer, packaging, compliance with specification (and deviations), whether prices are firm, and whether the product is latex-free.

Bid validity: 120 days from the closing date.

Pricing: quoted in South African Rand, inclusive of VAT and all costs including delivery to Annexure A institutions.

Price structures:

• Firm prices for the contract period may receive preference.
• Three-tier prices (firm prices for years 2 and 3) may be offered.
• A single flat rate for the two years, subject to rate of exchange (ROE) only, may be offered.
• Non-firm prices require full particulars on WCBD 3.2.

ROE claims:

• No ROE claims in the first 3 months of the contract; thereafter monthly.
• Only ROE claims made within 60 days of delivery are considered.
• The ROE used for conversion is determined 10 days before bid closing, on 24 November 2026.
• If the Rand strengthens, the Department may claim the difference from the contractor.

Price adjustments: no adjustment in the first 3 months; thereafter quarterly (for non-firm prices).

Bid security: not required.

Payment terms: not applicable (as stated).

Negotiations: the Department may negotiate price revisions, increases and service delivery.

CSD registration: all bidders must be registered on the Central Supplier Database at the time of bid closing; unregistered bidders must self-register at www.csd.gov.za before bidding; registered bidders must confirm their status is up to date.

Tax compliance: a valid SARS tax compliance status PIN or CSD number must be provided; if tax status cannot be verified or is non-compliant on the CSD, the bidder has 7 working days to confirm compliance.

B-BBEE: only the status on WCBD 6.1 applies; a SANAS-accredited B-BBEE certificate or a sworn affidavit confirming annual total revenue and black ownership must be submitted with WCBD 6.1.

Manufacturer authorisation: bidders who are not the manufacturer must provide a written manufacturer supply agreement or distribution letter confirming continued supply for the contract period.

ISO 13485:2016: a valid certificate for each manufacturer whose products form part of the bid; where multiple manufacturers are used, certificates for each facility and country of manufacture.

SAHPRA: a valid licence as manufacturer, distributor or wholesaler of medical devices and IVDs; proof of application is not accepted; failure to submit invalidates the bid.

Latex-free: letters or declarations for each item specified as latex-free, or packaging labelled as latex-free; laboratory test reports may be requested.

State employment: no bid from a person in the service of the state, a company with directors in the service of the state, or a close corporation with members in the service of the state.

Mandatory forms: WCBD 1, WCBD 3.1, WCBD 3.2 (if applicable), WCBD 4, WCBD 5, WCBD 6.1, WCBD 7.1 (on award), plus proof of authority to sign and proof of South African representative status (if applicable).

SAHPRA licence: a valid licence as manufacturer, distributor or wholesaler of medical devices and IVDs is mandatory; failure to submit invalidates the bid; proof of application is not accepted.

SAHPRA contact: telephone (012) 501 0300; email [email protected]; business hours Monday to Thursday 08:30–15:15, Friday 08:30–12:00, excluding public holidays; documents to be dropped off at Reception only; visitors report to main reception on the 2nd Floor; postal address Private Bag X828, Pretoria, 0001.

Latex-free: letters or declarations for each item specified as latex-free, or packaging labelled as latex-free; laboratory test reports may be requested.

Delivery conditions: bidders must confirm in writing that they will comply with the Department's delivery conditions in WCBD 3.1; failure to do so invalidates the offer.

Packaging and labelling: each item individually packaged and labelled with bidder name, item description, product code, date of manufacture, expiry date, batch/lot number, sterilisation date and expiry (where applicable), sterilisation method (where applicable) and sterilisation process indicator (where applicable).

Product specifications: autopsy instruments must be of a quality similar to operating instruments; specific items require certificates (e.g. boning knife 54–58 HRC hardness certificate).

Contract period: ending 30 November 2028.

Offer validity: 120 calendar days from the closing date.

Order of precedence: the Special Conditions of Contract prevail over the General Conditions of Contract where they conflict.

Assignment and subcontracting: no cession or assignment without the Department's prior written approval; subcontractors must be identified in WCBD 6.1 and approved in writing; the bidder remains solely responsible for subcontractor compliance, damage and payment.

Warranty: goods must be new, unused and of the most recent model; warranty valid for 12 months after delivery and acceptance; the bidder must repair or replace defective goods at its own cost within the period specified in the Special Conditions; if it fails to do so, the Department may remedy at the bidder's risk and expense.

Delivery: within 21 days of receipt of order to all institutions and the Western Cape Warehouse; the bidder must confirm in writing that it will comply with the Department's delivery conditions; failure to do so invalidates the offer.

Prices: inclusive of VAT and all costs; firm prices may receive preference; ROE claims only after 3 months and monthly thereafter, and only within 60 days of delivery.

Quantities: estimates only, not guaranteed; no minimum order quantities.

Clinical evidence: the Department may request clinical evidence of any product.

Quality compliance: random samples may be collected for testing during the contract.

Statement of supplies: the contractor must furnish particulars of supplies delivered when requested; failure may lead to enquiries at the contractor's expense.

Contract form: the successful bidder must sign WCBD 7.1 (Contract Form – Purchase of Goods).

Department's rights: the Department may withdraw services, terminate participation, accept or reject any bid, amend the process, cancel the bid, or not accept the lowest bid.

Only the B-BBEE status reflected on WCBD 6.1 is used for evaluation; the CSD or Western Cape Supplier Evidence Bank status is not considered. A valid ISO 13485:2016 certificate is required for each manufacturer whose products are offered. The evaluation follows three phases: mandatory compliance, sample clinical acceptability, and points for price and B-BBEE under the 80:20 system.