Tender Summary: Wood’s Lamp Supply

Objectives

The primary objective is to procure, supply, and commission one new Wood’s Lamp (Skin Analyser) for clinical dermatological use at Dr Pixley Ka Isaka Seme Memorial Hospital. The acquisition aims to improve diagnostic accuracy for skin lesions, pigment variations, and pre-cancerous conditions through targeted ultraviolet light examination.

Scope

The procurement covers end-to-end delivery and lifecycle support, including:

• Supply and delivery of a brand-new, latest-generation device to the designated hospital.
• On-site installation, testing, calibration, and formal commissioning prior to payment release.
• Inclusion of a starter pack containing all essential accessories for immediate clinical deployment.
• A minimum twenty-four-month warranty encompassing all spare parts, labour, travel, quality assurance testing, and downtime extensions.
• Long-term commitment to spare parts availability for ten years and provision of firmware/software updates.
• Adherence to South African preferential procurement frameworks, with scoring allocated for price and specific socio-economic goals.

Technical Requirements

Bidders must submit a portable diagnostic unit meeting stringent clinical and safety standards:

• Optical & Functional Specifications: UVA light source operating at 365 nm for visualising actinic keratoses, basal cell carcinomas, and supporting photodynamic therapy assessments. Must include a precision 3× magnifying lens, smartphone integration holder, glare shield, and black drapes to optimise viewing conditions.
• Power & Portability: Compatible with 100V–230V AC (50/60 Hz) at 28VA consumption. Equipped with a rechargeable lithium-ion battery featuring a USB-C interface for field mobility.
• Physical Design: Compact form factor approximately 286 mm × 129 mm × 44 mm, weighing 418 g. Features a removable attachment for rapid sanitisation and infection control.
• Safety & Regulatory Compliance: Must comply with IEC 60601-1 and 60601-1-2 medical electrical equipment standards, hold valid CE certification, and meet Occupational Health and Safety Act requirements. Mains cabling must be SANS colour-coded hospital-grade (minimum three metres) secured with a dual-screw 15A plug. Full electromagnetic interference protection is mandatory.
• Documentation & Software: Provision of two complete sets of user and original service manuals (physical and digital), including fault-finding guides, circuit schematics, PCB layouts, and calibration protocols. All calibration and maintenance software must be supplied at no additional cost.
• Licensing: Valid SAHPRA registration for medical device distribution is compulsory. Bidders must provide a Radiation Control licence number or official exemption proof.

Skills & Service Requirements

Suppliers must demonstrate advanced technical support and local operational capacity:

• Local Service Infrastructure: Maintenance of a dedicated repair and calibration facility within KwaZulu-Natal, open to departmental inspection. All servicing technicians must be Original Equipment Manufacturer (OEM) certified.
• Response & Continuity Protocols: Guaranteed technician deployment within twenty-four hours of fault reporting. Provision of an after-hours emergency backup and supply of a loan unit at the supplier’s expense while the primary device undergoes repairs.
• Advanced Technical Training: Delivery of comprehensive training to the Department’s Health Technology Services personnel, covering calibration, preventive maintenance, and PCB-level training (advanced instruction enabling hospital staff to diagnose, troubleshoot, and repair electronic circuit boards directly). Training must match OEM factory standards, conclude with competency certificates, and be completed within three months of delivery.
• Long-Term Support & Upgrade Policy: Commitment to supply spare parts, components, and technical documentation for ten years. Future hardware/software upgrades critical to patient safety or virus removal must be provided free of charge.
• Administrative & Financial Compliance: Submission of valid CIPC registration, B-BBEE verification certificate or sworn affidavit, SAHPRA distribution licence, and documented proof of prior medical equipment deliveries or audited financial statements demonstrating contractual capacity.