Tender Summary

Objectives

To procure essential office administration supplies for the Admin Block at Madadeni Hospital, supporting efficient document management, record keeping, and compliance auditing. The procurement aims to secure high-quality, specification-compliant goods through a transparent, legally compliant process aligned with the KwaZulu-Natal Department of Health’s supply chain management policies.

Scope

A one-off supply and delivery contract covering three distinct items:

• 10 packs of A4 plastic pocket sleeves (sheet protectors)
• 2 heavy-duty two-hole punches
• 5 packs of A4 printing/project cardboard

All goods must be delivered to the designated facility. Delivery costs, including transportation and handling, must be fully included in the quoted price. The quotation remains valid for 90 days, and the contract is structured as a single delivery event with no ongoing service obligations.

Technical Requirements

All supplied items must be new, unused, and meet the following detailed specifications:

• A4 Plastic Pocket Sleeves: Multi-punched to fit standard ring binders, lightweight design for extended filing capacity, manufactured from high-quality polypropylene, packaged at 100 units per packet.
• Heavy-Duty Punch: Must match or exceed the Kangaro DP-800 model. Requires an aluminum die-cast body, handle lock for storage, metal guide bar, and removable chip tray. Technical parameters: 63-sheet punching capacity, 80mm punching distance, 5.50mm hole diameter.
• A4 Printing Cardboard: Assorted colors, 160 GSM weight, 100 sheets per pack, intended for document covers and formal presentations.

Additional technical mandates include a minimum product shelf-life of six months post-delivery, strict adherence to SABS/NANS standards where applicable, and explicit confirmation of specification compliance on the official quotation form.

Skills Requirements

No specialized technical, engineering, or professional skills are required for this procurement. Bidders must demonstrate standard commercial and logistical capability to source, package, and deliver the specified office supplies within the agreed timeframe. Operational prerequisites include proficiency in completing mandatory government returnable documents, maintaining active tax clearance via the Central Suppliers Database (CSD), and understanding preferential procurement reporting requirements.

Notable Terms & Conditions

• 80/20 Preferential Procurement System: Evaluation allocates 80 points for price competitiveness and 20 points for specific socio-economic goals. Points are awarded to enterprises 100% owned by Black African women and those 51% owned by Black persons with disabilities. Valid proof of ownership and medical certification of disability must be submitted to claim these points.
• Five-Stage Sequential Evaluation: Quotations undergo rigid screening: (1) Administrative compliance, (2) Specification adherence, (3) Delivery capacity (requires a manufacturer or distributor confirmation letter verifying supply at equal or lower prices), (4) Sample submission (requested only from compliant bidders), and (5) Price and preference scoring. Failure at any stage results in immediate disqualification.
• Penalties & Warranties: Delayed delivery incurs financial penalties calculated at the current prime interest rate per day. Goods carry a standard warranty period, and the purchaser reserves the right to terminate the contract for default, fraud, or insolvency, potentially imposing a public sector trading restriction of up to ten years.
• Administrative Rigidity: Official quotation forms must not be retyped or altered without initialing. Incomplete submissions, expired products, second-hand goods, or failure to maintain CSD registration will render a bid non-responsive.