Objectives

The primary objective is to procure standardized clinical and administrative documentation tools to support efficient patient care, data capture, and record-keeping at St Mary’s District Hospital. The procurement aims to ensure consistent, high-quality supplies that align with provincial health department standards while promoting fair competition, value for money, and transformation through preferential procurement policies.

Scope

The tender covers the once-off supply of the Essential Package of Care Tools (EPOC Tools). This includes paediatric outpatient files, clinical records, admission and discharge forms, child death data capture sheets, clinical mix documentation, and paediatric observation charts. Quantities are specified in the official annexure. Delivery must be made to the hospital’s designated address, with all associated transport and handling costs included in the quoted price.

Technical Requirements

• All items must strictly comply with the attached specification document and relevant South African National Standards (SANS/SABS).
• Goods must be new, unused, and free from manufacturing or material defects.
• Products must have a minimum validity period of six months upon delivery; expired or near-expiry stock will be rejected.
• Pricing must be firm, all-inclusive, and remain valid for 90 days.
• A twelve-month warranty applies from the date of delivery and acceptance, covering defects arising from design, materials, or workmanship.
• Bidders may be required to submit physical samples for quality verification prior to contract award.
• All delivery costs, packaging, and incidental services must be factored into the unit price.

Skills Requirements

• Proven logistical capacity to source, package, and deliver medical/administrative care tools within strict delivery timeframes.
• Ability to manage inventory quality control, handle fragile or specialized documentation products, and ensure safe on-site delivery and unloading.
• Administrative competence to complete all mandatory returnable documents, maintain active Central Supplier Database (CSD) registration, ensure SARS tax compliance, and provide valid B-BBEE status proof.
• Understanding of public sector contract performance obligations, including warranty fulfillment, penalty clauses, and audit readiness.
• Capability to respond promptly to clarification requests and sample submission directives without disrupting delivery schedules.

Explanation of Key Terms & Conditions

EPOC Tools: Stands for Essential Package of Care Tools. These are standardized clinical and administrative forms used across South African public health facilities to streamline patient registration, treatment monitoring, mortality reporting, and routine paediatric care documentation.

80/20 Preference Point System: Evaluation allocates 80 points based on competitive pricing and 20 points specifically for companies that are at least 51% Black-owned, in accordance with national preferential procurement regulations.

Sample Submission Clause: Although not initially mandatory for all bidders, the top three scoring offers may be requested to provide physical samples for inspection. Non-compliant or missing samples will result in disqualification.

Performance Penalties & Termination: Delivery delays incur daily penalties calculated at the current prime interest rate. Repeated default, corruption, or failure to meet specifications may lead to contract termination, financial claims for excess replacement costs, and potential restriction from public sector contracts for up to ten years.