REQUEST FOR QUOTATIONS

Ref No. SCMU3-P17/18-0181-SSG
Description
SUPPLY AND DELIVERY OF DAIRY PRODUCTS AT S. S. GIDA
HOSPITAL FOR A PERIOD OF 12 MONTHS

Technical Specifications: Name: Ms Pukwana
Telephone No: 043 707 6732/6712
Document: Name: Ms Z Plaatjie
Telephone No: 043 - 707 6800 /6705
Closing date, time for Date and Time 11 May 2017 @ 11H00
Quotations and special
condition Quotations received after the closing time and
date are late and will as a rule not to be
accepted for consideration

Quotations should be in a sealed envelope clearly
marked with the above ref number, description and
Name of the Company
Delivery address and Delivery address: 19 St James Road
conditions for delivery of Old Medical Centre building
quotations Southernwood
East London
5201

Bidders should ensure that the quotations
are delivered timeously to the correct
address. The bid box will be open from
8H00 to 16H30 Monday to Thursday and
8H00 to 16H00 on Friday

………… HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? YES or NO IF YES.………………………………………………………….. CONTACT PERSON…………………………………….………………………….……….……. WHO WAS THE CERTIFICATE ISSUED BY? AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS).……………………………………………………………………….………………………………….…. POSTAL ADDRESS…………………………………………………………………………………………………………………… STREET ADDRESS……………………………………………………………………………………………………………. Page 2 of 15 . TELEPHONE NUMBER CODE……………NUMBER………….……………………………………………………………………………. [TICK APPLICABLE BOX] (A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE) ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED? YES or NO [IF YES ENCLOSE PROOF] SIGNATURE OF BIDDER…………...………………………………………………………………….……….…….. TOTAL BID PRICE……………….……………… TOTAL NUMBER OF ITEMS OFFERED………………….………………………………………………………….. VAT REGISTRATION NUMBER……………………………………………………………………………………….……………………………. THE FOLLOWING PARTICULARS MUST BE FURNISHED NAME OF BIDDER………………………………………………………………………………………………………….………….. DATE……………………………………………………………………………………………………………………………………… CAPACITY UNDER WHICH THIS BID IS SIGNED……………………………………………. FACSIMILE NUMBER CODE………NUMBER……………….………..……….. CELLPHONE NUMBER………………………….... E-MAIL ADDRESS……...………………………………………….

6 The bidder must submit valid BBBEE certificate together with this bid documentation. 1.2 The closing time for the receipt of quotations in response to this invitation to quote is detailed on the cover page of this invitation to bid. First instance Issue notice of breach Second instance Meeting and second notice of breach Third instance Cancellation of contract 3 ORDER QUANTITIES AND PRICES This contract is rate based and prices are fixed throughout the period of the contract.8 Bid documentation submitted by the bidder will be valid and open for acceptance for a period of 60 calendar days from the closing date of the bid. 1.  Delivery addresses will be provided to the suppliers  Non-compliance to delivery period will lead to cancellation of the contract. bid description and closing date. as the need arise. to terminate any party’s participation in the process or to accept or reject any response to this invitation to quote on notice to the bidders without liability to any party.1 The bidder must be registered on Central Supplier Database (CSD) and summary report must be attached as proof thereof. 1.7 Eastern Cape Department of Health (ECDoH) does not bind itself to accept either the lowest or any other bid and reserves the right to accept the bid which it deems to be in the best interest of the State. 2 PROJECT DELIVERABLES  The supply and delivery dates and times will be agreed upon with the successful bidder. 1.15 The onus rests with the bidders to familiarize themselves with the General Conditions of Contract and SBD 6.3 All quotations must be submitted in a sealed envelope bearing the bid number. 1. 1. Soft copies can be obtained from the district acquisition office. 1. 1. 1. Quantities will vary depending on hospital needs. in its sole discretion.4 All quotations must be deposited in the bid box before the closing time and date at the address detailed on the cover page of this invitation. 1.1. such enquiries may be addressed to the person/s detailed on the cover page to this invitation to quote at the number/s stipulated. CONDITIONS 1.11 Provincial Treasury price index will be used for price evaluation and prices above the price index and/or market prices will not be accepted.9 Receipt of the invitation to quote does not confer any right on any party in respect of the Services or in respect of or against the ECDoH.1. 1. Page 3 of 15 . to withdraw by notice to bidders any Services or combination of Services from the bid process.10 The ECDoH (as the case may be) reserves the right.5 Should a bidder have enquiries relating to this invitation to quote.

2011. If the bidder does not submit a certificate substantiating the B-BBEE status level of contribution. 80 points will be allocated for price and 20 points for attaining the B-BBEE status level of contributor. NB: Bidders are required to. Pt =Comparative price of bid or offer under consideration. Pmin = comparative price of lowest acceptable bid or offer. such bidder will be regarded as a non-compliant contributor and will score 0 out of maximum of 20 points for B-BBEE B-BBEE Status Level of Contributor Number of points (80/20 system) 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0 Page 4 of 15 .  Pt  P min  Ps  801    P min  Where Ps = points scored for comparative price of bid or offer under consideration. 80 points (maximum) for the lowest price bid and 20 points (maximum) for B-BBEE 5 PRICE AND PREFERENCE POINTS EVALUATION The bid will be evaluated in terms of the 80/20 point system as stipulated in the Preferential Procurement Regulations.4 EVALUATION CRITERIA The 80/20 preference point system will be used in terms of Regulation 6 of the Preferential Procurement Regulation. together with their quotations submit original and valid B-BBEE status level verification certificates OR certified copies to substantiate their B-BBEE rating claims.

6 SPECIFICATION NO ITEM PACKAGING TOTAL TOTAL QUANTITY FOR QUANTITY PER 12 MONTHS MONTH 1 Pasteurized Full 1litre 500 litres 6000 litres cream milk ( preferable Bonita) 2 Pasteurized Low fat 1litre 80 litres 960 litres milk (preferable Bonita) 3 Pasteurized Sour 2litres 10 litres 120 litres Milk Page 5 of 15 .

00 in the last two years from the date of closing of this bid. Provide  Client  Description of service  Contact Person  Contact Number  Contract dates  Value Client Description of Contact Person Contact Number Year Value service ` NB: Bidder is required to provide authentic proof such as COPY OF AN ORDER. COPY OF A CONTRACT or award letter. . Failure to provide the proof require will lead to elimination of the bid.7 RELEVANT EXPERIENCE Criteria Description The bidder must have an experience in the supply and delivery of goods to the minimum total value of R50 000. Reference letter (confirmation of services rendered) will not be considered as proof of experience.

. 2. If not to specification. THE PRICES ARE FIXED FOR AN ENTIRE PERIOD OF THE CONTRACT. 4. Does the price include Vat Yes / No Page 7 of 15 . At: ………………………………………… . Period required for delivery …………………………………. THE CONTRACT IS RATE BASED AND THE PURCHASE WILL BE ON A NEED BASIS. Capacity / Position ………………………………………… Bidder’s Stamp .. BID PRICE IN RSA CURRENCY (ALL APPLICABLE TAXES INCLUDED) Bidder’s Signature . Does the offer comply with the specification(s)? *YES/NO . indicate deviation(s) …………………………………. 3. FAILURE TO COMPLLETE WILL RESULT IN ELIMINATION. Required by: Department of Health . *Delivery: Firm/not firm . ………………………………….8 PRICING SCHEDULE Name of bidder………………………………………………………………………… Ref Number: ……………………………….. Delivery basis . Closing Time 11:00 Closing date……………………………………….. . PRICE SCHEDULE MUST BE COMPLETED IN FULL AND CORRECTLY.……………………………….……………………………………….. OFFER TO BE VALID FOR 60 DAYS FROM THE CLOSING DATE. NO ITEM UNIT UNIT PRICE PACKAGING 1 Pasteurized Full cream milk 1litre (preferable Bonita) 2 Pasteurized Low fat milk ( 1litre preferable Bonita) 3 Pasteurized Sour Milk 2litres TOTAL NOTE THE FOLLOWING 1.

2 Identity Number:………………………………………………………………………………… 2. limited bid or proposal). 2... 2. it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where- . 1 of 1999). 2. including a blood relationship. ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise..4 Company Registration Number: ……………………………………………………….6. and/or . 2.. employee / persal numbers must be indicated in paragraph 3 below.……… 2. be awarded to persons employed by the state.6 VAT Registration Number: …………………………………………………………………. if applicable. ¹“State” means – (a) any national or provincial department.. or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. or to persons connected with or related to them. or persons having a kinship with persons employed by the state. the following questionnaire must be completed and submitted with the bid. trustee. In view of possible allegations of favouritism. their individual identity numbers. the bidder is employed by the state. tax reference numbers and. national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act. has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s). or (e) Parliament. (c) provincial legislature. Any legal person.5 Tax Reference Number: ………………………………………………………………..1 Full Name of bidder or his or her representative: ……………………………………………. should the resulting bid. may make an offer or offers in terms of this invitation to bid (includes a price quotation. Vat Number ………………………………… SBD 4 DECLARATION OF INTEREST 1. advertised competitive bid. Page 8 of 15 . 2. In order to give effect to the above.1 The names of all directors / trustees / shareholders / members. shareholder²): ……………………. (b) any municipality or municipal entity. or part thereof.3 Position occupied in the Company (director. 2. the legal person on whose behalf the bidding document is signed.……. 1999 (Act No. (d) national Assembly or the national Council of provinces. including persons employed by the state¹.

10 Are you. furnish particulars.7.2 If no. …………………………………………………………………….7.. furnish particulars.9 Do you.10. other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? 2. ……………………………………………………………………. …………………………………………………………….1 If so. ………………………………………………………………….. or any person connected with the bidder. YES/NO aware of any relationship (family..2 If you are presently employed by the state.1 If yes.8 Did you or your spouse. where applicable.1 If so.2.1 If so.2. friend. 2.. have YES / NO any relationship (family.9. friend. furnish the following particulars: Name of person / director / trustee / shareholder/ member: …….7. may result in the disqualification of the bid. Page 9 of 15 .….. did you attached proof of such authority to the bid YES / NO document? (Note: Failure to submit proof of such authority. or any person connected with the bidder. 2. or any of the company’s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months? 2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? 2.……………………………… Name of state institution at which you or the person connected to the bidder is employed : ……………………………………… Position occupied in the state institution: ……………………………………… Any other particulars: ……………………………………………………………… ……………………………………………………………… ……………………………………………………………… 2.. ……………………………………………………………… 2.8.7. 2.. furnish particulars: …………………………………………………………………. other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? 2. ………………………………………………………….1If so. 2.. …………………………………………………………………... furnish reasons for non-submission of such proof: ……………………………………………………………………. did you obtain YES / NO the appropriate authority to undertake remunerative work outside employment in the public sector? 2.

THE UNDERSIGNED (NAME)………………………………………………………………………………………… CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. 3 Full details of directors / trustees / members / shareholders.. Full Name Identity Personal Tax State Employee Number Reference Number Number / Persal Number 4 DECLARATION I.11. ……………………………………………………………… ……………………………………………………………… ……………………………………………………………… 2. …………………………………. .11 Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract? 2.. …………………………………………………………………………….…………………………………………… Signature Date …………………………………. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.1 If so. ……………………………………………………………………………. furnish particulars: ……………………………………………………………………………. ……………………………………………… Position Name of bidder Page 10 of 15 .

1 Is the bidder or any of its directors listed on the National Treasury’s Yes No Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). furnish particulars: 4. or any of its directors have- a. b. The Database of Restricted Suppliers now resides on the National Treasury’s website(www.2 Is the bidder or any of its directors listed on the Register for Tender Yes No Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.1 If so.1. 2 It serves as a declaration to be used by institutions in ensuring that when goods and services are being procured.za) and can be accessed by clicking on its link at the bottom of the home page. the following questionnaire must be completed and submitted with the bid.treasury.1 If so.za) by clicking on its link at the bottom of the home page. abused the institution’s supply chain management system. 4 In order to give effect to the above. furnish particulars: 4.1 If so.3 Was the bidder or any of its directors convicted by a court of law (including Yes No a court outside of the Republic of South Africa) for fraud or corruption during the past five years? 4.2.gov. 4. all reasonable steps are taken to combat the abuse of the supply chain management system. SBD 8 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 1 This Standard Bidding Document must form part of all bids invited. committed fraud or any other improper conduct in relation to such system.treasury.3. Item Question Yes No 4. 4.4 Was any contract between the bidder and any organ of state terminated Yes No during the past five years on account of failure to perform on or comply with the contract? Page 11 of 15 . failed to perform on any previous contract. or c. furnish particulars: 4.gov. 3 The bid of any bidder may be disregarded if that bidder.

. THE UNDERSIGNED (FULL NAME)………………………………………………………………………………………… CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT. Position Name of Bidder Page 12 of 15 . I ACCEPT THAT. ………………………………………. ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.4.1 If so.. IN ADDITION TO CANCELLATION OF A CONTRACT. ……………………………………………… Signature Date ………………………………………. ………………………………………………. furnish particulars: SBD 8 CERTIFICATION I.4.

or a decision by an association of firms. as amended. SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION 1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds. b. 3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to: a. disregard the bid of any bidder if that bidder. prohibits an agreement between. 89 of 1998. the attached Certificate of Bid Determination (SBD 9) must be completed and submitted with the bid: Page 13 of 15 . 2 Section 4 (1) (b) (iii) of the Competition Act No. reasonable steps are taken to prevent any form of bid- rigging. or concerted practice by. 4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that. if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging). cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt or fraudulent act during the bidding process or the execution of that contract. or any of its directors have abused the institution’s supply chain management system and or committed fraud or any other improper conduct in relation to such system. 5 In order to give effect to the above. when bids are considered. firms.

there has been no consultation. SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION I. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect. and to sign the bid. on behalf of:___________________________________________________that: (Name of Bidder) 1. without limiting the generality of paragraphs 6 above. who: (a) has been requested to submit a bid in response to this bid invitation. on behalf of the bidder. I understand that the word “competitor” shall include any individual or organization. I am authorized by the bidder to sign this Certificate. In particular. and (c) provides the same goods and services as the bidder and/or is in the same line of business as the bidder 6. 4. The bidder has arrived at the accompanying bid independently from. whether or not affiliated with the bidder. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. based on their qualifications. 7. and without consultation. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of. communication. agreement or arrangement with any competitor. on behalf of the bidder. agreement or arrangement with any competitor regarding: Page 14 of 15 . the undersigned. in submitting the accompanying bid: ________________________________________________________________________ (Bid Number and Description) in response to the invitation for the bid made by: _________________________________________________________________________ (Name of Institution) do hereby make the following statements that I certify to be true and complete in every respect: I certify. 3. 5. communication. and to submit the accompanying bid. For the purposes of this Certificate and the accompanying bid. other than the bidder. (b) could potentially submit a bid in response to this bid invitation. 2. I have read and I understand the contents of this Certificate. abilities or experience.

prior to the date and time of the official bid opening or of the awarding of the contract. (d) the intention or decision to submit or not to submit. and will not be. there have been no consultations. communications. directly or indirectly. quantity. ………………………………… Position Name of Bidder Page 15 of 15 . a bid. (b) geographical area where product or service will be rendered (market allocation) (c) methods. or (f) bidding with the intention not to win the bid. agreements or arrangements with any competitor regarding the quality. disclosed by the bidder. The terms of the accompanying bid have not been. bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation. to any competitor. factors or formulas used to calculate prices. 9. 8. 10. specifications and conditions or delivery particulars of the products or services to which this bid invitation relates. I am aware that. (a) prices. In addition. (e) the submission of a bid which does not meet the specifications and conditions of the bid. …………………………………………… ………………………………… Signature Date ……………………………………………. in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts.