Objectives

The primary objective is to procure durable, custom-printed statistical registers for clinical and administrative tracking at Hillcrest Hospital. The procuring facility aims to secure a reliable supplier capable of producing high-volume, specification-compliant documentation to support daily patient monitoring and health information management.

Scope

The tender covers the supply and delivery of thirty (30) units of specialized registers to Hillcrest Hospital, structured as follows:

• 10 units: OPD Consulting Room Register (Daily)
• 10 units: OPD Headcount Register (Daily)
• 10 units: Allied Consulting Room Register

The agreement is classified as an ad-hoc supply contract. All items must be delivered to the designated hospital location.

Technical Requirements

Bidders must strictly comply with the following manufacturing and finishing specifications:

• Covers: Hard, thick, durable cardboard on both front and back, printed in full colour with a gloss finish and bleed all around.
• Interior Pages: 300 pages per register, printed double-sided in black and white, with sequential numbering.
• Dimensions:
  • OPD Consulting Room: 420mm × 297mm
  • OPD Headcount: 410mm × 295mm
  • Allied Consulting Room: 300mm × 300mm
• Binding: Flexible yet robust two-sided binding tape glued to hard covers, engineered for heavy daily use. Interior pages must be secured with four heavy-duty staples.
• Content Handling: The client provides soft copies for cover artwork and demographic data. The bidder is responsible for accurate reproduction, layout execution, and assembly.

Skills and Capabilities Required

Although not formally listed as certifications, successful bidders must demonstrate:

• Advanced commercial printing and binding expertise, particularly with large-format, custom-sized documents.
• Proven capability in managing multi-stage print approvals, quality control, and version control.
• Technical proficiency in executing complex layouts, including precise alignment for cross-page record flows.
• Strong administrative compliance capacity to prepare and submit mandatory public procurement documentation (e.g., CSD registration, B-BBEE proof, SBD forms, tax clearance certificates).

Notable Terms and Conditions

The tender incorporates specific requirements that bidders must understand:

• Spread View Layout: Two register types require a two-page spread design where patient records flow continuously across facing pages. This demands precise trimming and binding to prevent data misalignment during use.
• Mandatory Sign-Off Protocol: A final draft must be approved by the Provincial Data Management unit before bulk production begins. Any unapproved prints will not be compensated.
• Preference Point System (80/20): Evaluation allocates 80 points for price and 20 points specifically for promoting South African-owned enterprises. Claiming these points requires valid CIPC ownership documentation.
• Strict Compliance Thresholds: Failure to submit any mandatory administrative documents results in immediate disqualification. Prices must remain firm for 90 days, and late submissions will be rejected.