Objectives

The primary objective of this tender is to procure 200 customized headcount registers for deployment in the Accident and Emergency (Casualty) and Trauma units at Prince Mshiyeni Memorial Hospital. These registers function as critical data management instruments for tracking patient influx, recording demographic information, and supporting provincial monitoring and evaluation reporting.

Scope

• Quantity: 200 units
• Product Type: Custom-designed, hardcover clinical registers
• Contract Duration: One-off supply
• Destination: PMMH Main Stores
• Quotation Validity: 90 days
• Evaluation Model: 80/20 preference point system (80 points for price competitiveness, 20 points for specific socio-economic goals)

Technical Requirements

• Covers: Hard, thick, durable cardboard on both sides; full-colour glossy finish with bleed all around; precisely trimmed to size.
• Dimensions: 410mm x 295mm.
• Interior Pages: 300 pages per register, printed double-sided, sequentially numbered. All interior pages must be black and white; only the front cover may be in colour.
• Binding: Durable two-sided binding tape glued to hard cardboard covers. Must remain flexible for frequent daily use without tearing or delamination.
• Content Integration: The purchaser supplies soft-copy files for the cover layout and internal demographic fields. The supplier must reproduce these exactly.
• Pre-Production Approval: A complete prototype must be submitted and formally signed off by the Data Management unit before bulk printing. Any deviation from the approved draft results in non-payment.
• Samples: Physical sample submission is mandatory. Failure to provide a sample renders the quotation non-responsive.

Skills Requirements

• Printing & Binding Expertise: Demonstrated capability in high-volume commercial printing, precise colour matching, and durable binding techniques suitable for heavy clinical use.
• Regulatory & Administrative Compliance: Ability to prepare and submit mandatory documentation including Central Supplier Database (CSD) registration, updated CIPC records, B-BBEE verification or sworn affidavit, and fully completed SBD forms (SBD 4 for conflict-of-interest disclosure, SBD 6.1 for preference claims).
• Financial & Legal Readiness: Firm pricing inclusive of VAT and delivery costs, tax compliance clearance, and ability to certify independence from competitors and absence of collusive practices.
• Preference Point Qualification: Capacity to prove enterprise ownership of at least 51% by Black people to claim the maximum 20 preference points, supported by official CIPC documentation.
• Fraud Mitigation Awareness: Understanding of strict anti-cover-quoting policies; bidders operating through multiple entities for the same item face immediate disqualification.

Unusual or Complicated Terms Explained

• Headcount Register: A specialised clinical logbook used in emergency and trauma departments to systematically record patient arrivals, demographic breakdowns, and triage metrics. It enables real-time capacity monitoring and feeds into provincial health data systems.
• 80/20 Preference Point System: A South African public procurement scoring framework where 80 points are awarded based on the lowest compliant price and 20 points on designated transformation goals. In this tender, the 20 points are exclusively allocated to enterprises that are at least 51% Black-owned.
• Final Draft Sign-off Clause: A stringent quality assurance requirement mandating that the supplier submit a complete physical or digital proof for written approval by the end-user prior to mass production. This prevents costly misprints and ensures exact alignment with hospital-specific formatting standards.