Tender Summary: Supply and Deliver Stationery

Objectives

The primary objective is to procure a reliable supplier capable of delivering high-quality, specification-compliant stationery to Nkandla Hospital under the KwaZulu-Natal Department of Health. The contract aims to support uninterrupted clinical and administrative operations through consistent, timely provision of essential medical and office documentation.

Scope

The scope covers the one-time supply and delivery of eleven distinct stationery categories, including outpatient record cards, goods receipt notes, attendance registers, death notification books, bin card records, X-ray request forms, patient transfer requisitions, admission/discharge registers, job record books, nursing history forms, and X-ray registers. Delivery must be made to the hospital premises, with all pricing required to be firm, inclusive of applicable taxes, and covering full transport costs.

Technical Requirements

Bidders must ensure all supplied items strictly conform to the following technical parameters:

• Material & Construction: Specific paper weights (GSM), board types, and binding methods are mandated. Examples include NCR carbonless paper configurations, thread-sewn registers, chipboard covers, and shrink-wrapped tally cards.
• Printing & Layout: All items must be printed exclusively in black ink and the English language. Multi-part forms require precise alignment, perforation, and serial numbering. Covers must display contents, item numbers, and catalogue references.
• Quality Standards: Products must meet SABS-approved standards where indicated. Paper grades must match exact specifications (e.g., Sky 60/80 GSM, El Toro Litho 200 GSM, Kraft Liner 225 GSM).
• Packaging & Validity: Goods must be securely packaged to prevent transit damage. Expired or second-hand products are prohibited, and all items must have a minimum shelf life of six months upon delivery.
• Compliance Documentation: Mandatory submissions include a valid CSD summary report, BBBEE certificate or sworn affidavit, completed SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points), and fully signed General and Special Conditions of Contract.

Skills Requirements

While no formal professional qualifications are listed, the successful bidder must demonstrate:

• Specialised Printing & Manufacturing Capability: Expertise in producing precision multi-part carbonless forms, accurately bound registers, and correctly sized medical/administrative stationery.
• Supply Chain & Logistics Management: Ability to coordinate bulk production, maintain inventory freshness, and execute timely deliveries to the designated hospital location.
• Public Procurement Compliance: Proficiency in navigating South African government tender processes, including CSD verification, SARS tax clearance validation, and adherence to preferential procurement frameworks.
• Quality Control: Internal systems to guarantee consistency across NCR imprints, accurate serialisation, and strict adherence to SABS and departmental specifications.

Notable Terms & Clarifications

NCR Paper Configurations: The tender specifies CB (Carbonless Back), CFB (Carbonless Front & Back), and CF (Carbonless Front). These denote which pages in multi-part forms will capture imprinted text without traditional carbon sheets.

80/20 Preference Scoring: Evaluation uses an 80-point price and 20-point specific goals model. The 20 points are allocated exclusively to youth-owned enterprises, requiring CIPC registration and certified ID proof to claim.

Post-Evaluation Sample Clause: The top three scoring bidders may be requested to submit physical samples for final verification. Non-compliant samples can lead to disqualification or a restart of the procurement process.

Delay Penalties & Restrictions: Late delivery incurs daily financial penalties calculated at the current prime interest rate. Material default or fraudulent bidding may result in contract termination and a public sector trading restriction of up to ten years.