Tender Summary: Print & Deliver Goods Receipt Notebooks

Objectives

The primary objective is to procure standardized Goods Receipt Notebooks to streamline inventory tracking, financial reconciliation, and administrative record-keeping within the KwaZulu-Natal Department of Health’s Central Provincial Stores. The procurement adheres to public sector supply chain management principles, emphasizing cost-effectiveness, regulatory compliance, and socio-economic transformation through targeted preference point allocations.

Scope

The contract entails a once-off supply and delivery of 1,000 custom-manufactured Goods Receipt Notebooks to the designated provincial stores facility in Pietermaritzburg. The successful bidder assumes full responsibility for manufacturing, quality assurance, secure packaging, and transportation of all units to the specified destination. Pricing must remain firm for a ninety-day validity period, and delivery must align with stipulated timelines. Non-compliance with delivery schedules or specification standards may trigger contractual penalties, substitution rights, or termination.

Technical Requirements

• Quantity: 1,000 books
• Format: Quadruplicate configuration; 50 sets of 4 leaves per book (200 leaves total)
• Printing: Single-sided application using black ink only; red ink numbering with a mandatory 10-digit sequence
• Copy Allocation & Colour Coding: 1st copy (Finance/Payments) – blue; 2nd copy (Data Capture) – yellow; 3rd copy (Storeman/End-User) – white; 4th copy (Book Copy/Fast-Firm) – pink
• Paper Specifications: Blue (56gsm), Yellow & White (53gsm), Pink (57gsm); all leaves must be perforated one-down
• Binding & Covers: Three-wire stitching along the left margin; brown board covers (160gsm) with a glued printed label on the front
• Dimensions: Standard 210mm x 297mm; back cover extended to 297mm x 420mm with a precision score line
• Packaging: Individually boxed with clear imprinting (catalogue number, order number, date, and reference) on both labels and cartons
• Compliance: Products must precisely match the approved pre-print sample; bidders must formally declare specification adherence in their submission

Skills Requirements

No specialized professional qualifications or technical certifications are mandated. Bidders are expected to demonstrate standard commercial printing capabilities, reliable logistics and delivery infrastructure, and proficiency in completing mandatory administrative documentation (Central Supplier Database registration, tax compliance verification, SBD forms, and preference claim declarations). Prior experience in producing multi-part, colour-coded, perforated stationery is highly advantageous but not formally required.

Notes on Unusual or Complicated Terms

• Writing Shield: The back cover features a scored extension that folds outward, providing additional writing surface or protecting the notebook when used on uneven or makeshift work surfaces.
• Quadruplicate Colour-Coded System: A four-part carbonless paper arrangement where each leaf serves a distinct administrative function. Precise alignment, consistent perforation depth, and accurate colour matching are critical to prevent cross-contamination of records and ensure operational efficiency across finance, data capture, and store management workflows.
• 80/20 Preference Point System: Evaluation allocates 80 points based on competitive pricing and 20 points exclusively for enterprises 100% owned by Black Africans. This framework aligns with national transformation policy and directly influences contract award decisions.
• Post-Evaluation Sample Verification: Physical samples are not required during initial submission. However, the three highest-scoring bidders will be contacted to provide physical copies for objective testing. Failure to submit compliant samples results in immediate disqualification.