Objectives

The primary objective of this tender is to procure standardized administrative registers to support Primary Health Care (PHC) clinic operations across the KwaZulu-Natal Department of Health. These registers will function as official tracking tools to systematically record patient encounters, demographic data, and service delivery metrics during the 2025–2027 operational cycle.

Scope

The procurement encompasses a once-off supply of 100 units of the KZN-DOH-PHC Comprehensive Tick Register. Delivery is required at Northdale Hospital, with all transportation, packaging, and handling costs fully inclusive in the quoted price. The contract operates under a 90-day quotation validity period and is governed by standard provincial health supply chain management regulations.

Technical Requirements

• Format & Function: Standardized tick register specifically designed for PHC clinic workflows, structured to capture patient head counts and encounter data consistently.
• Version Compliance: Must strictly adhere to the official 2025–2027 version specifications provided by the department.
• Physical Specifications: A-size format with durable binding capable of withstanding frequent clinical use and archival storage.
• Quality & Condition: Only new, unused goods are acceptable. All supplied items must have a minimum remaining shelf-life of six months upon delivery. Expired or second-hand products are strictly prohibited.
• Inspection & Sampling: Items must pass institutional quality checks. The top three highest-scoring bidders may be required to submit physical samples for verification via email.

Skills & Compliance Requirements

• Manufacturing/Distribution Capacity: Bidders must demonstrate the ability to produce or source registers that precisely match the department's formatting, durability, and versioning standards.
• Regulatory Documentation: Mandatory submission of valid Central Supplier Database (CSD) registration, SARS tax clearance certificate, updated CIPC business registration, and completed Standard Bidding Documents (SBD 4 for conflict-of-interest disclosure and SBD 6.1 for preference point claims).
• Financial & Operational Stability: Suppliers must maintain firm pricing throughout the contract period and possess the logistical capacity to deliver within stipulated timeframes without delays.
• Procurement Policy Awareness: Bidders must understand and comply with the 80/20 preferential procurement scoring system, which heavily weights price competitiveness and socio-economic transformation goals.

Key Terms & Clarifications

• Comprehensive Tick Register: A standardized logbook used in public health facilities to track patient volumes, demographic information, and service utilization. It ensures uniform data collection across PHC clinics for national planning, resource allocation, and reporting.
• 80/20 Preference Point System: A South African public procurement evaluation model allocating 80 points to price competitiveness and 20 points to designated socio-economic transformation goals. Full points are awarded exclusively to companies that are at least 100% owned by Black Africans.
• Cover-Quoting: An illegal procurement practice where multiple affiliated entities submit coordinated bids for the same contract to manipulate pricing or allocation. Detection results in immediate disqualification and potential legal action.
• Performance Security & Penalties: Successful suppliers may be required to furnish performance security. Late deliveries incur daily financial penalties calculated at the prime interest rate. Repeated non-compliance or fraudulent practices may lead to contract termination and a prohibition from public sector contracts for up to ten years.