Objectives

The primary objective is to procure essential stationery and office supplies for Grey’s Hospital to support administrative workflows and the production of educational materials for medico-legal patients. The procurement aims to secure high-quality, compliant goods through a transparent, competitive quotation process aligned with provincial health supply chain management policies and national preferential procurement legislation.

Scope

The tender covers a once-off supply of four specific stationery items to be delivered to Grey’s Hospital in Pietermaritzburg:

• Binder Filing System: A sturdy, compact, stackable plastic drawer unit with six drawers, designed to hold A4 documents, available in grey, white, or black.
• A4 Laminating Pouches: Clear, transparent pouches measuring 150 microns (75+75), supplied in packs of 100 units.
• Scientific Calculator: Sharp EL531 WH-BK model featuring a 12-digit display, 272 functions, statistics mode, and a dual-line LCD screen.
• Personalised Self-Inking Rubber Stamps: Two custom-sized stamps for stamping medico-legal reports and files, requiring single-hand operation and black ink.

The contract is once-off with a quotation validity period of 90 days. All prices must be firm and inclusive of delivery costs to the designated hospital location.

Technical Requirements

Bidders must meet strict technical and compliance standards throughout the evaluation and execution phases:

• Product Specifications: All items must exactly match the provided dimensional, material, and functional specifications. Goods must be brand new, unused, and valid for a minimum of six months upon delivery.
• Quality Standards: Items must comply with relevant SABS/ISO standards where applicable. Laminating pouches require testing capability, while calculators and stamps must meet operational benchmarks.
• Sample Submission: Shortlisted bidders will be required to submit physical samples or photographic evidence of personalization for evaluation purposes. Failure to provide compliant samples results in disqualification.
• Documentation & Compliance: Bidders must submit fully completed official quotation forms, including mandatory returnable documents for conflict-of-interest disclosure, tax clearance verification via the Central Suppliers Database (CSD), and proof of SARS PIN registration.
• Delivery & Logistics: All delivery costs must be included in the quoted price. Late submissions will not be accepted, and expired or second-hand products are strictly prohibited.

Skills Requirements

No specialized technical or engineering skills are mandated. However, successful bidders must demonstrate:

• Proven capability to source, manufacture, or distribute compliant stationery and office equipment at scale.
• Competence in public sector procurement compliance, including accurate completion of mandatory returnable documents and adherence to preferential procurement regulations.
• Reliable logistics and supply chain management to ensure timely delivery to the hospital site.
• Ability to customize products (e.g., stamp engraving) according to exact institutional specifications.

Key Procurement & Contractual Terms

80/20 Preference Point System: A standard South African public procurement scoring model where 80 points are allocated for price competitiveness and 20 points for specific socio-economic goals, primarily 51% Black ownership (BBBEE).

SBD Forms: Standard Bidding Documents required by the KwaZulu-Natal Department of Health. SBD4 ensures transparency regarding conflicts of interest, while SBD6.1 claims preference points for designated goals.

Performance Security: The awarded supplier must provide a bank guarantee or cashier’s cheque within 30 days of contract notification to secure contractual obligations.

Anti-Collusion & Cover-Quoting Prohibition: Strict enforcement against bid-rigging. Multiple quotes from affiliated companies for the same item will result in immediate disqualification and potential restriction from public sector contracts.

Penalties & Termination: Delays incur penalties calculated at the current prime interest rate per day. The purchaser reserves the right to terminate the contract for default, non-compliance, or fraudulent practices, and may impose temporary restrictions on future bidding.