Objectives

The primary objective of this tender is to procure a reliable, compliant, and cost-effective supply of A4 plastic carrier folders to support the daily administrative and clinical operations of the KwaDabeka Community Health Centre under the KwaZulu-Natal Department of Health.

Scope of Work

The procurement is classified as a once-off supply covering the delivery of 9,000 units to the designated health centre facility. The quantity is split into two colour specifications:

• 3,000 units of clear A4 plastic carrier folders
• 6,000 units of pink A4 plastic carrier folders

All delivery, handling, and transportation costs must be included in the quoted unit price. The contract period is limited to the initial delivery unless extended under specific contractual amendments.

Technical Requirements

• Product Specifications: Folders must be manufactured from durable plastic, conform to standard A4 dimensions, and be available in both clear and pink variants as specified.
• Quality & Standards: All items must comply with applicable South African National Standards (SANS/SABS) and be brand-new, unused, and free from design, material, or workmanship defects.
• Shelf Life & Condition: Products must retain a minimum validity period of six months upon delivery. Expired, damaged, or second-hand items will be rejected.
• Warranty: A twelve-month warranty applies from the date of delivery and acceptance, or eighteen months from shipment, whichever concludes first. Defective goods must be repaired or replaced at the supplier's expense.
• Sample Verification: The procuring entity may request physical samples from the top-scoring bidders to verify compliance with specifications before final contract award.
• Packaging: Goods must be securely packaged to prevent damage or deterioration during transit to the final destination.

Skills and Capacity Requirements

This tender does not require specialised technical expertise but mandates proven supply chain capacity and strict administrative compliance. Bidders must demonstrate:

• Delivery Track Record: Submission of valid proof of previous successful deliveries to public or private health facilities (e.g., order confirmations and delivery notes).
• Regulatory Compliance: Active registration on the Central Suppliers Database (CSD), valid tax clearance status, and updated CIPC company registration documents.
• Enterprise Development Compliance: Provision of a valid B-BBEE status level verification certificate or sworn affidavit, depending on enterprise size classification.
• Administrative Competence: Ability to accurately complete all Standard Bidding Document (SBD) forms, including conflict-of-interest disclosures, and adhere to general and special conditions of contract.

Key Terms and Explanations

The following terms and evaluation mechanisms govern this procurement:

• SABS/SANS Compliance: Refers to standards set by the South African Bureau of Standards and South African National Standards, ensuring products meet nationally recognised safety, quality, and performance benchmarks.
• CSD Registration: The Central Suppliers Database is a National Treasury-mandated online registry that verifies a supplier's legal, financial, and tax standing before they can do business with government entities.
• B-BBEE: Broad-Based Black Economic Empowerment is a government policy framework designed to redress historical economic inequalities by recognising and rewarding enterprises owned or controlled by historically disadvantaged individuals.
• 80/20 Preference Point System: An evaluation methodology where 80 points are allocated for competitive pricing and 20 points for specific socio-economic goals. In this tender, full preference points are awarded to companies that are at least 100% owned by Black Africans.
• Force Majeure: Legal clause protecting parties from liability when extraordinary events beyond their control (e.g., natural disasters, war, epidemics) prevent contract fulfilment.
• Cover-Quoting: A prohibited anti-competitive practice where multiple companies linked to the same owner or group submit bids for the same contract to artificially influence pricing or guarantee award. This results in immediate disqualification.