Objectives

The primary objective is to procure standardized, clinically accurate admission record booklets for the Neonatal/Paediatric Nursery unit at RK Khan Hospital. These records aim to streamline patient documentation, ensure consistent tracking of newborns admitted under General Care (GC) and High Care (HC) protocols, and support multidisciplinary clinical decision-making.

Scope

The contract encompasses a one-off supply of 2,000 admission record books. The successful bidder is responsible for end-to-end manufacturing, binding, quality assurance, and delivery of all units to RK Khan Hospital. The agreement operates on a fixed-price basis with a 90-day validity period, and delivery must be completed within the timeframe declared by the bidder.

Technical Requirements

• Physical Format: Books must be bound as booklets containing exactly 11 pages per volume. All pages must be A4 size.
• Printing & Colour Coding: Content must be printed double-sided. Pages 5 and 6 must be distinctly printed in red and green respectively to aid rapid clinical reference.
• Clinical Layout: The booklets must faithfully reproduce the attached sample, featuring structured sections for neonatal demographics, social history, vital sign monitoring, neurological and gastrointestinal assessments, respiratory support settings, fluid/feed charts, medication logs, nursing care checklists, shift handover templates, and multidisciplinary notes.
• Quality & Documentation: All supplied goods must be new, unused, and defect-free. Products must have a shelf-life validity of at least six months upon delivery. Bidders must attach a valid BBBEE certificate, a sworn affidavit/certificate, and proof of a SANAS logo.
• Submission Protocol: Quotes must be completed on official non-retyped forms, placed in sealed envelopes clearly labelled with the quotation number, and physically deposited in the designated hospital tender box before the closing time. Email or fax submissions are strictly invalid.

Skills Requirements

Bidders must demonstrate established capabilities in commercial printing, professional binding, and healthcare stationery production. Essential competencies include:

• Precision printing skills capable of accurately reproducing complex clinical layouts, multi-column tables, and specific colour-coded pages without alignment or colour deviation errors.
• Proven logistics and supply chain management to guarantee timely bulk delivery to the specified hospital site.
• Full administrative proficiency in public sector procurement compliance, including active Central Supplier Database (CSD) registration, SARS tax clearance validation, and proper completion of preferential procurement claim forms.
• Operational and financial capacity to execute a single-volume order of 2,000 units within the contracted delivery window while maintaining consistent quality control.

Notable Terms & Conditions

Preferential Procurement Framework: Evaluation follows an 80/20 point system (80 points for price, 20 points for specific goals). The full 20 points for specific goals are exclusively allocated to enterprises that manufacture or produce the goods within the KwaZulu-Natal province.

Delay Penalties: Late delivery triggers a financial penalty calculated daily using the current prime interest rate applied to the delayed portion of the contract value, accruing until actual delivery is confirmed.

SANAS Logo Requirement: While pre-qualification states no mandatory regulatory certification for the item itself, the bidding documents explicitly require proof of a SANAS (South African National Accreditation System) logo. This indicates the printing facility must operate under an accredited quality management system to guarantee consistent, reliable output for clinical documentation.