Tender Summary: Supply and Delivery of Off Duty Nurse Book

Objectives

The objective of this tender is to appoint a supplier to manufacture, supply and deliver 400 off duty nurse books to Victoria Mxenge Hospital, KwaZulu-Natal Department of Health. The books are intended for planning off-duty rosters and providing healthcare workers with a practical and personal planning tool. The contract is a once-off procurement, with a quotation validity period of 90 days.

Scope

• Procuring institution: King Edward VIII Hospital, KwaZulu-Natal Department of Health, with goods required at Victoria Mxenge Hospital.
• Quotation number: KEV305/26/27 (also reflected as ZNQ/KEV/305/25/26).
• Item category: Goods.
• Quantity: 400 units.
• Contract period: Once off.
• Closing date and time: 24 August 2026 at 11:00.
• Compulsory briefing session / site visit: Not applicable.
• Quotation submission: Quotations must be submitted on the official forms, must not be retyped, and must be deposited in the tender box at the Main Hospital Entrance, Sydney Road, Admin Block. Late quotations will not be accepted.
• Evaluation: Valid quotations will be evaluated in five stages: administrative compliance, capacity to deliver, submission of brochure/picture, compliance with specification, and price/preference points.

Technical Requirements

The off duty nurse book must comply with the following detailed specification:

• 200 leaves, printed on one side only in black ink.
• Size: 297mm x 210mm.
• First page: white NCR paper CB; pages 2 to 199: white NCR paper CFB; last page: white NCR paper CF.
• All leaves must be perforated.
• Front and back covers: 1225 micron chipboard hinge, reinforced inside with Buff Tokai 200GSM board.
• Wire stitched, 4 stitches in the 21mm binding margin.
• Spine covered with red book cloth.
• Front cover labelled or printed to show contents and the CPS catalogue number.
• Back cover to have a sheet of 160 GSM Buff Tokai board securely attached, scored and folded twice to form a writing shield.
• All printing must be in English only.
• A sample is required, and a brochure or picture with the specification must be submitted with the quotation on or before the closing date.
• Products must not be expired or second-hand; supplied products must have a minimum remaining validity of six months.

Skills and Compliance Requirements

• Bidders must be registered on the Central Supplier Database (CSD) and have a valid CSD compliance report.
• Bidders must be tax compliant; a SARS PIN may be required for verification.
• All mandatory returnable documents must be fully completed and submitted, including the official price page, SBD4 disclosure forms, General Conditions of Contract, Special Conditions of Contract, and SBD 6.1 preference points claim form.
• Bidders must declare any relationship with employees of the KZN Department of Health; failure to disclose may lead to disqualification.
• Bidders must have the capacity to deliver and must not have a history of defaulting on previous orders without acceptable reasons.
• Prices must be firm and remain valid for the contract period. Delivery costs must be included in the quoted price.
• The 80/20 preference point system applies: 80 points for price and 20 points for specific goals. The specific goal is to promote South African owned enterprises; proof such as a CIPC certificate showing all directors/members are South African is required to claim the 20 points.

Key Terms Explained

• NCR paper: No Carbon Required paper, used to create copies without carbon sheets.
• CB / CFB / CF: Coated Back, Coated Front and Back, and Coated Front papers used in multi-part NCR sets to transfer markings from one page to the next.
• Chipboard hinge: A stiff, durable board used in the book binding to allow the cover to open and close firmly.
• Tokai board: A type of stiff board used for reinforcement or as a writing surface.
• Writing shield: A folded board attached to the back cover that provides a firm surface for writing when the book is in use.
• CPS catalogue number: A catalogue/reference number to be printed on the front cover as specified by the procuring department.