Objectives

The primary objective of this tender is to procure a one-off supply of patient appointment cards for Grey’s Hospital under the KwaZulu-Natal Department of Health. The procurement seeks to secure compliant, high-quality printed materials at a competitive price while adhering to public sector procurement legislation. A key secondary objective is to advance socio-economic transformation by allocating preference points to enterprises with significant black ownership.

Scope

The tender covers the supply of 150 packets of patient appointment cards, with each packet containing 250 individual units. The contract is once-off, with quoted prices remaining valid for 90 days. Delivery must be made to Grey’s Hospital in Pietermaritzburg. The evaluation follows a strict four-stage process: administrative compliance verification, specification adherence confirmation, potential sample submission by top-scoring bidders, and final scoring based on price and preference points.

Technical Requirements

• Dimensions & Format: Cards must measure 14 cm in width and 10 cm in length, with double-sided printing.
• Packaging: Supplied in packets of 250 units each.
• Quality Standards: Products must be new, unused, and have a minimum shelf-life/validity of six months. They must exactly match the provided sample design and layout.
• Documentation: Complete submission of all mandatory returnable documents, including SBD4 (Disclosure of Interest), SBD6.1 (Preference Points Claim), GCC, SCC, and official price pages.
• Compliance: Valid Central Supplier Database (CSD) registration, SARS tax clearance verification, and full compliance with National Treasury procurement directives.
• Pricing: All-inclusive, firm pricing covering production, packaging, delivery, and applicable taxes. Non-firm or incorrectly formatted VAT quotes will be disqualified.
• Sample Submission: Up to three highest-scoring bidders may be formally requested to submit physical samples. Failure to comply results in immediate disqualification. Previous suppliers may substitute samples with proof of past orders.

Skills Requirements

While not explicitly itemised, successful bidders must demonstrate inherent operational capabilities including: proven manufacturing or commercial printing capacity for custom-sized cardstock products; familiarity with South African public sector procurement frameworks and SBD declaration procedures; financial administration skills to issue compliant tax invoices and manage government payment cycles; logistical competence to ensure timely, damage-free delivery to the designated hospital facility; and proficiency in BBBEE certification processes to accurately claim preference points.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: Evaluation scores are split into 80 points for price competitiveness and 20 points for specific socio-economic goals. Full points are awarded to companies with at least 51% black ownership, verified via a sworn affidavit or B-BBEE verification certificate.
• Cover-Quoting Prohibition: Submitting multiple quotations under different company names for the same bid is strictly classified as fraud. Violations lead to automatic disqualification, potential exclusion from the public sector for up to ten years, and possible criminal prosecution.
• Post-Scoring Sample Request: Unlike standard tenders where samples are submitted upfront, this process requests physical samples only after initial administrative and price scoring. This ensures only genuinely competitive bids proceed to physical verification.
• GCC/SCC Framework: The General and Special Conditions of Contract impose standard government obligations, including a 12-month warranty period, right to inspect manufacturing sites, penalty calculations based on prime interest rates for delays, and strict anti-collusion and anti-dumping provisions.