Objectives

The primary objective is to procure and supply standardized cash register books to enable accurate, secure, and consistent daily recording of cash collections at Prince Mshiyeni Memorial Hospital. The procurement aims to ensure financial transparency, streamline revenue capture processes, and maintain compliance with provincial health department record-keeping standards.

Scope

The tender covers a once-off supply of 100 units of cash register books, to be delivered to the hospital’s main stores. The scope encompasses manufacturing, packaging, quality assurance, sample submission for pre-production approval, and final delivery. Evaluation follows a three-stage process: administrative and mandatory compliance verification, technical specification adherence, and a combined price and preference points assessment. The contract is strictly limited to the supply of goods, with no additional installation or maintenance services required.

Technical Requirements

• Quantity & Packaging: 100 units total, supplied in boxes of 20.
• Dimensions: 297mm × 210mm.
• Paper Composition: NCR (No Carbon Required) self-copying paper. Original leaf: pink, perforated, mill-tinted. Duplicate leaf: white, firm finish.
• Printing Specifications: Both sides printed exclusively in black ink. Each book contains 50 sets of 2 leaves, equating to 100 leaves per book.
• Covers & Binding: Kraft 225 GSM covers, wire-stapled with a 20mm binding margin. Back cover measures 297mm × 408mm and is scored to fold into a writing shield.
• Markings & Identification: Inside front cover must contain operational instructions. Exterior and interior must display contents, catalogue number (26-08422), and sequential serial numbering (B0092751–B0097750).
• Quality & Validation: Must meet “Good” quality standards. A physical sample is mandatory prior to bulk printing. All supplied goods must be new, unused, and valid for a minimum of six months upon delivery.
• Pricing & Validity: Firm pricing required, inclusive of VAT where applicable. Quotations remain valid for 90 days.

Skills and Compliance Requirements

• Manufacturing Capability: Proven experience in high-volume, precision printing and binding of NCR stationery, with capacity to meet strict dimensional and chemical coating tolerances.
• Administrative Compliance: Updated CIPC registration, active Central Supplier Database (CSD) verification, valid SARS tax clearance status, and B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs).
• Bid Documentation Proficiency: Ability to correctly complete mandatory standard bidding forms (SBD), including disclosure of interest, preference point claims, and acceptance of General Conditions of Contract.
• Logistics & Audit Readiness: Capacity to coordinate timely deliveries to the designated facility, withstand post-award inspections or third-party testing, and maintain records for potential audit by the procuring institution.

Key Terms and Unusual Concepts

NCR Paper: Stands for No Carbon Required. It is chemically coated self-copying paper that produces duplicate copies during writing without the need for traditional carbon sheets, ensuring cleaner and faster multi-part documentation.

CB/CF Designation: Refers to Carbonless Blue (original copy) and Carbonless Fine (duplicate copy) reactive layers embedded within the NCR paper stack to guarantee clear impression transfer.

80/20 Preference Point System: A South African public procurement evaluation model where 80% of scoring points are awarded based on competitive pricing, and 20% are allocated for specific socio-economic goals. Full points are granted to enterprises at least 51% owned by Black people, verified through CIPC documentation.

Performance Security & Penalties: Successful bidders may be required to submit a bank guarantee or certified cheque within 30 days of award. Delayed deliveries incur financial penalties calculated at the prevailing prime interest rate per day, and repeated non-compliance may result in contract termination and temporary exclusion from future public sector tenders.