Supply and delivery of cleaning materials, toilet paper, plastic bags, aprons and equipment to western cape health facilities (5-Year contract)

Closing date: 5 October 2026. Closing time: 11:00. Validity period expires: 5 February 2027 (120 days from closing, extendable). Mandatory sample presentation/clinical evaluation: date and venue to be communicated to compliant bidders 10 working days in advance. No compulsory briefing or site visit stated in the document.

SCM enquiries: Mr Johan Van Wyk, telephone 021 834 9007, email [email protected]. Technical enquiries (product specifications and clinical evaluation): Sylvia Dhayalan-Nair (Groote Schuur Hospital) 021 404 3220, email [email protected]; Antoinette Sherry (Victoria Hospital) 021 799 1133, email [email protected]; Allinda van Blerk (George Hospital) 044 802 4497, email [email protected]; Susan Lottering (George Hospital) 044 802 4330, email [email protected]. Submission address: Main entrance of Department of Health, Supply Chain Management Offices (M9 building) on premises of Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville. General SCM email: [email protected].

Submission method: sealed envelope deposited in the bid box at Main entrance of Department of Health, Supply Chain Management Offices (M9 building) on premises of Karl Bremer Hospital, c/o Mike Pienaar Boulevard & Frans Conradie Avenue, Bellville. Bid box open Monday to Friday 07:00–16:00 (excluding public holidays). Courier deliveries must be signed off by the responsible official or deposited in the bid box by the courier’s representative. Closing date and time: Monday, 5 October 2026 at 11:00. Late bids will not be accepted and will be returned unopened where possible. Each bid must be on the official forms provided (not re-typed) and include a completed Excel pricing spreadsheet (WCBD 3.1) on a memory stick plus a printed copy. All returnable forms must be completed, signed and submitted with the bid. Failure to complete and sign bidding documents, certificates, questionnaires and specification forms may invalidate the bid. Validity period: 120 days from closing date (expires 5 February 2027, extendable). Disqualification risks: late submission; missing or unsigned returnable forms; non-compliance with Excel spreadsheet requirement; failure to provide samples when requested; incorrect or missing sample labelling; missing Material Safety Data Sheets.

Evaluation uses a two-stage process. Stage 1: mandatory compliance check — CSD registration, tax compliance (SARS TCS PIN or certificate), completed and signed WCBD 1, WCBD 3.1 (pricing schedules), WCBD 4 (Declaration of Interest), WCBD 6.1 (Preference Points Claim for both 80/20 and 90/10 systems), WCBD 7.1 (Contract Form), proof of manufacturer/supply agreement if not manufacturer, Material Safety Data Sheets for all items, and sample submission compliance. Non-compliant bids are disqualified. Stage 2: clinical evaluation of samples by Bid Evaluation Committee at a central venue communicated 10 working days in advance. Each item/sub-item requires a separate sample with evaluation form (Sections A–C) attached. Samples must be labelled with bid number, item number, bidder name and address. No representative samples accepted. Products failing specification, missing evaluation form pages, incorrect labelling, or missing MSDS will not be evaluated. Preference points: 80/20 and 90/10 systems both claimed on WCBD 6.1; B-BBEE status from WCBD 6.1 (not CSD/SEB) used for scoring. Quality compliance: random samples collected throughout contract period for testing. The department reserves the right not to award to the highest points or lowest price.

Scope: supply and delivery of toilet paper, plastic bags, plastic aprons, cleaning materials and equipment to all hospitals/institutions under Western Cape Government Department of Health and Wellness for a 5-year period. Delivery locations: stores of listed institutions and Western Cape Health Warehouse (on Tygerberg Hospital premises); items with CMD catalogue numbers must be delivered to the Warehouse. Key product specifications (from WCBD 3.1 pricing schedules):

• Item 1: Toilet paper — roll, unwrapped, single ply, soft, perforated, 100% recycled fibres, 500 sheets/roll, SANS 1887 parts 1 & 2 (2008), non-colour, non-bleached, not transparent, product code 0171 or similar. Packaging: 48 rolls/bale, durable plastic. Dimensions: width 110 mm, length 100 mm, inner core 40 mm.
• Item 2: Hand towel — folded, single ply, 100% recycled fibres, 40 gsm, 120 sheets/sleeve, SANS 1887 Part 1, non-colour, non-bleached, not transparent. Two sizes: 240×330 mm and 240×405 mm. Packaging: 20 sleeves/bale. Lockable dispensers included at no extra cost (size approx. 12×28×46 cm, capacity 2 bales/40 sleeves).
• Item 3: Roller towel — paper, unwrapped, double ply, white, embossed, 100% recycled fibres, 90 sheets/roll, perforated, non-colour, non-bleached, not transparent. Dimensions: width 277 mm, length 220 mm (±10 mm tolerance). Barrel towel (Hi-Dri type): single ply, unperforated, white, 100% recycled fibres, length ≥360 mm, width ≥235 mm, for Controfood dispenser, packed 100 rolls.
• Item 4: Serviettes — single-ply disposable paper, 300×300 mm, blend of sugarcane fibre, 1000/box.
• Item 5: Environmental cleaning wipes (cloth) — non-woven microfibre 45 gsm, open structure, quick-drying, lint-free, colour-fast, 300×600 mm (±10 mm). Five colours: red (highly contaminated areas), blue (general areas), yellow (isolation), green (bathrooms/basins/showers), white (kitchens/food areas). Pack of 50.
• Item 6: Daily cloth for patient use — microfibre 500 gsm, good adsorption, durable, lint-free, colour-fast, size 43–45 cm × 38–40 cm. Two colours: blue (body), white (face).
• Item 7: Disinfectant wipes (Stealth type) — 60–80% denatured alcohol, bactericidal, viricidal, fungicidal, tuberculocidal, quick-drying, non-staining, odourless, skin-friendly, safe on rubbers/plastics/medical equipment including ultrasound probes. Packaging: sealable buckets and packs of 500 wipes. ISO 9001:2015 facility. Proof of efficacy required.
• Item 8: Multi-purpose environmental cream cleaner (Handy Andy type) — cream form, clear container, ready to use, various volumes.
• Item 9: Dishwashing liquid — environmental, biodegradable, phosphate-free, various volumes.
• Item 10: Plastic aprons — disposable, various sizes, thicknesses, colours.
• Item 11: Plastic bags — various sizes, thicknesses, colours, for waste and general use.
• Item 12: Cleaning equipment — mops, buckets, brooms, brushes, trolleys, etc.

All items require Material Safety Data Sheet (original or certified copy) included in bid documents by closing date. Samples for each item/sub-item must be provided when requested (1 bale/roll/pack per item). Prices firm for all 5 years. Delivery: first order within 21 days, subsequent orders ex stock 48–72 hours. No minimum order quantities. Quantities on pricing schedules are estimated, not guaranteed. Packaging labelling requirements: manufacturer/supplier name, item name, item code, manufacture date, expiry date, batch/lot number, sterilisation date/expiry/method (where applicable). Non-manufacturers must provide written proof of supply agreement from manufacturer.

Quality compliance: random samples collected from institutions throughout contract period for testing. Clinical evaluation of samples by Bid Evaluation Committee before award (each item/sub-item with evaluation form). Products must meet SANS specifications (SANS 1887 for paper products). Material Safety Data Sheets required for all items (ISO 11014 or ANSI Z400.1.1993). Packaging must preserve hygienic conditions. Storage conditions: cool, dry place, away from moisture and direct sunlight. Shelf life: indefinite under recommended conditions. Samples of successful bidders retained for full contract period. Disinfectant wipes must prove bactericidal, viricidal, fungicidal, tuberculocidal efficacy and safety on sensitive medical equipment. Environmental wipes: non-woven microfibre 45 gsm, lint-free, colour-fast, quick-drying. Daily cloths: microfibre 500 gsm, good adsorption, durable, lint-free, colour-fast. Serviettes: sugarcane fibre blend, biodegradable/compostable. Cream cleaner: multi-purpose, environmental. All products must be latex-free (questionnaire requires confirmation).

Pricing on WCBD 3.1 forms (firm prices for each of 5 years) and mandatory Excel spreadsheet (memory stick + printed copy). Prices VAT-inclusive, nett, delivery included to all stores and Western Cape Health Warehouse. Items priced per unit (bale, roll, pack, box, each) as specified. Optional volume discounts: R1 000–R5 000, R5 000–R10 000, over R10 000. Firm prices for full duration preferred; variable price structures not considered. Quantities on schedules are estimated, not guaranteed. Payment: EFT within 30 days of invoice. No escalation clauses or price adjustment mechanisms described.

Pricing format: WCBD 3.1 pricing schedules (firm prices for each of the 5 years) completed on official forms and replicated exactly on the mandatory Excel spreadsheet (memory stick + printed copy). Prices must be VAT-inclusive, nett (discounts already deducted), and include free delivery to all listed stores and the Western Cape Health Warehouse. Optional volume discounts may be offered: R1 000–R5 000, R5 000–R10 000, over R10 000. Firm prices for the full contract duration receive preference; variable price structures will not be considered. Payment: electronic funds transfer (EFT) within 30 days of invoice receipt. Successful bidders must provide banking details for Logis, BAS, Syspro systems if not already registered. No bid bonds, performance guarantees, or insurance requirements stated. No financial capacity or turnover thresholds specified.

Mandatory compliance documents:

• CSD registration (active at bid closing); unregistered or suspended bidders are non-compliant. Self-registration at www.csd.gov.za.
• Tax compliance: SARS TCS PIN or printed TCS certificate with result summary; 7 working days allowed to rectify non-compliant status on CSD.
• B-BBEE: WCBD 6.1 completed for both 80/20 and 90/10 preference point systems; B-BBEE status level verification certificate (SANAS-accredited) or sworn affidavit (EMEs/QSEs) must accompany WCBD 6.1 to claim points. Status from WCBD 6.1 used, not CSD/SEB.
• WCBD 1 (Invitation to Bid) — signed offer cover page.
• WCBD 3.1 (Pricing Schedule) — completed, signed, firm prices for 5 years.
• WCBD 4 (Declaration of Interest) — completed and signed.
• WCBD 7.1 (Contract Form) — to be signed by successful bidder.
• Material Safety Data Sheets (original or certified copy) for all items, included by bid closing.
• Manufacturer/supply agreement: if not the manufacturer, written proof from manufacturer/supplier of no objection and commitment to supply for contract period.
• Samples: one per item/sub-item with evaluation form (Sections A–C) attached, labelled with bid number, item number, bidder name and address, delivered to central venue when requested (10 working days’ notice).
• Authority to sign / board resolution authorising signatory.
• No CIDB grading, professional registrations, or local content percentages specified. Foreign suppliers must complete questionnaire in WCBD 1 Part A.

Hazardous chemical substances: compliance with Occupational Health and Safety Act 1993 and Hazardous Chemical Substances Regulations 1995, section 9A. Suppliers must provide MSDS (Annexure 1 format) per ISO 11014 or ANSI Z400.1.1993 covering: product/company identification, composition/ingredients, hazards identification, first-aid measures, fire-fighting measures, accidental release measures, handling/storage, exposure control/personal protection, physical/chemical properties, stability/reactivity, toxicological information, ecological information, disposal considerations, transport information, regulatory information, other information. Where MSDS not reasonably practicable, sufficient safety information must be provided. Employers must possess Annexure 8 or equivalent and make it available on request. Disinfectant wipes: 60–80% denatured alcohol, skin-friendly, safe on rubbers/plastics/medical equipment. Environmental cleaning products: biodegradable, biologically based/enhanced, reduced VOC, free of harmful components (EDTA, NTA, boric acids/borates/perborates, nitromusks, polycyclic musk). Packaging: sealable containers to maintain moisture (wipes). Samples must include MSDS. Delivery integrity: supplier ensures goods integrity in transit.

Department promotes Sustainable Public Procurement: shifting from traditional cleaning products with harmful components to environmentally and climate change-responsible alternatives. Encouraged product characteristics: biodegradable, biologically based or biologically enhanced cleaning/degreasing products; free of high concentrations of volatile organic compounds; alternatives to plastic and plastic products. Bidders encouraged to offer green alternatives with supporting evidence: % recyclable material, chemical component breakdown, biodegradability information, credible accreditation. Packaging considerations: type and quantity used, recycling/refill opportunities. Specific green products in specification: serviettes with sugarcane fibre blend (reduced virgin wood pulp, biodegradable/compostable, sustainable forestry); environmental cleaning wipes (microfibre, lint-free); environmental cream cleaner; environmental dishwashing liquid (phosphate-free, biodegradable).

Contract subject to General Conditions of Contract (GCC) and Special Conditions. Successful bidder must complete and sign WCBD 7.1. Quantities specified but not guaranteed; determined by hospital requirements. Department reserves right to: withdraw services, terminate participation, accept/reject any response, amend bid process/closing date, cancel bid/part of bid, not accept lowest or any bid, not award to highest points/lowest price, reject all responses and re-tender. No rights conferred by invitation to bid. Contractor must furnish supply particulars on request; failure allows department to institute enquiries at contractor’s expense. Clinical evidence may be requested; failure to produce invalidates bid/contract. Prices firm for 5 years, VAT-inclusive, delivery included. Payment 30 days from invoice via EFT. Negotiations permitted pre- and post-contract. Quality compliance testing via random samples during contract.

Contract duration: 5 years. Validity: 120 days (expires 5 February 2027, extendable). Delivery: first order within 21 days, subsequent orders ex stock 48–72 hours. No minimum order quantities. Quantities estimated, not guaranteed. Packaging: each item individually labelled; outer carton must show manufacturer/supplier name, item name, item code, manufacture date, expiry date, batch/lot number, sterilisation date/expiry/method (where applicable). Non-manufacturers must mark products with contractor’s details (company name, address, contact) on inner and outer packaging. Manufacturer/supply agreement required if bidder is not manufacturer. Clinical evaluation of samples mandatory for compliant bidders; samples retained for full contract period. Hazardous chemical substances: compliance with OHSA 1993 and Hazardous Chemical Substances Regulations 1995, section 9A; MSDS per ISO 11014 or ANSI Z400.1.1993 required. Testing/inspection: GCC paragraph 8 applies if testing is a condition. Ordering: institutions not restricted to minimum quantities. Statement of supplies: contractor must furnish delivery particulars on request. Clinical evidence: department may request clinical evidence of any product/device; failure to produce invalidates bid/contract. Prices: firm for 5 years, VAT-inclusive, delivery included. Discount schedule optional. Payment: EFT, 30 days from invoice. Negotiations: department may negotiate price revisions and service delivery before/after contract. General: department reserves right to withdraw, terminate, amend, cancel, reject any/all bids, not accept lowest/highest points. Quality compliance: random sampling throughout contract. Environmentally friendly products encouraged (biodegradable, biologically based, reduced VOC, plastic alternatives) with supporting evidence (recyclable %, chemical breakdown, biodegradability, accreditation). Contact person details required for all correspondence.

Two-stage evaluation. Stage 1: mandatory administrative compliance (CSD registration, tax compliance, all WCBD forms completed and signed, MSDS for all items, manufacturer/supply agreement if applicable). Non-compliant bids disqualified. Stage 2: clinical evaluation of samples by Bid Evaluation Committee at central venue (communicated 10 working days prior). Each item/sub-item requires a separate sample with completed evaluation form (Sections A–C) attached. Samples must be labelled with bid number, item number, bidder name and address. No representative samples accepted. Evaluation criteria include compliance with specifications (SANS standards, dimensions, material composition), product performance, packaging, labelling, and MSDS completeness. Preference points: 80/20 and 90/10 systems claimed on WCBD 6.1; B-BBEE status from WCBD 6.1 (not CSD/SEB) used. Quality compliance testing via random samples during contract period. Department reserves right not to award to highest points or lowest price.