Objectives

The primary objective is to procure high-quality printed materials that support the provincial Human Papillomavirus (HPV) vaccination campaign targeting school learners. The initiative aims to standardise vaccination tracking, improve data accuracy across educational and health facilities, and distribute clear, multilingual health information to increase community awareness and uptake of cervical cancer prevention measures.

Scope

This is a once-off supply contract for printed goods delivered to the Ugu District Office. The procurement covers:

• Vaccination Cards: 2 boxes (2,500 units per box)
• Vaccination Registers: 1 box (1,000 units per box)
• isiZulu Leaflets: 2,000 units
• English Posters/Leaflets: 2,000 units

All items must be delivered to a single designated address. Quotations remain valid for 90 days. The contract operates under standard public sector procurement regulations, with evaluation weighted 80% on price and 20% on preferential procurement goals.

Technical Requirements

• Vaccination Cards: Folded twice (145mm × 312mm), double-sided full-colour print on gloss paper, featuring the Department of Education/Health logo. Print alignment must strictly match the approved sample. Packaged in shrink-wrapped boxes.
• English Materials: A3 size, 128gsm Nevia gloss white paper, four-process colour, single-sided printing, trimmed to size. Design responsibility lies with the printer.
• isiZulu Leaflets: A4 to DL fold format, 115gsm Nevia gloss white paper, four-process colour on both sides, trimmed and folded. Design responsibility lies with the printer.
• Registers: NCR (non-carbon-required) bound books. Specifications include a brown kraft back cover (235gsm), white front sheet (60gsm), pink perforated second sheet, and blue perforated third sheet (both 60gsm). Text pages measure 210mm × 297mm; cover measures 210mm × 891mm. Must be collated, left-stapled, and trimmed. Design must exactly replicate the provided sample.
• General Standards: High-quality finish required. Samples must be submitted upon request during evaluation. Prices must be firm, inclusive of VAT (if applicable) and delivery. All products must be new with a minimum shelf life of six months. Late submissions will be automatically disqualified.

Skills Requirements

Bidders must demonstrate proven commercial printing experience, particularly with high-volume, multi-colour health campaign materials. Graphic design proficiency is essential for producing the English and isiZulu leaflets/posters according to departmental templates. Suppliers must possess robust logistical capacity for secure packaging, shrink-wrapping, and timely bulk delivery. Familiarity with public sector compliance is mandatory, including CSD registration, tax clearance verification, BBBEE certification, and completion of statutory disclosure forms.

Notes on Unusual or Complicated Terms

• NCR Books: Multi-ply stationery that creates duplicate records simultaneously without carbon paper, ensuring accurate cross-referencing between schools and health clinics.
• 80/20 Preferential Procurement System: A scoring model where 80% of evaluation points are based on price competitiveness and 20% are allocated to socio-economic goals, specifically favouring fully South African-owned enterprises.
• SBD 4 (Disclosure of Interest): A statutory declaration requiring bidders to disclose any familial or business relationships with officials in the KwaZulu-Natal Department of Health to prevent conflicts of interest and ensure transparent procurement.
• CSD Registration: Mandatory enrollment in the National Treasury’s Central Suppliers Database, which verifies bidder legitimacy, tax compliance, and banking details before contract award.