Objectives

The primary objective of this quotation is to procure standardized maternity case records to support clinical documentation and patient tracking at the KwaMashu Community Health Centre. The procurement aims to ensure consistent, durable, and compliant medical record-keeping materials that align with provincial health department standards.

Scope

The scope encompasses the manufacturing, supply, and delivery of 10,000 units of maternity case records on a one-off basis. Deliveries must be completed within the timeframe specified upon contract award. The quotation validity period is 90 days from the closing date, and all associated logistics and handling costs must be factored into the quoted price.

Technical Requirements

• Physical Specifications: A4-sized booklets printed with the official departmental logo. Must be white and produced as brand-new versions.
• Packaging: Each unit must be securely contained within a protective box.
• Quality & Standards: Goods must meet applicable South African National Standards (SANS/SABS) and remain fully functional for clinical record-keeping purposes.
• Condition Restrictions: Only new, unused items are acceptable. Second-hand, refurbished, or expired products will be rejected. All supplied items must maintain a minimum validity period of six months upon delivery.
• Sample Verification: Physical samples are not required at submission but may be requested by the Supply Chain Management team during the evaluation stage to verify compliance with specifications.
• Pricing & Delivery: Quotations must reflect firm, fixed prices inclusive of all delivery costs to the designated facility. Value-added tax applies only if the bidder is a registered VAT vendor.

Skills Requirements

This is a goods-supply tender and does not mandate specialized professional qualifications or technical certifications. Bidders must demonstrate operational capacity in printing/manufacturing and logistics to fulfill the order volume within the agreed period. Mandatory compliance capabilities include:

• Active registration and verification on the Central Suppliers Database (CSD).
• Tax compliance validation through the South African Revenue Service (SARS).
• Ability to complete and submit all statutory disclosure and preference claim forms accurately.
• Financial stability and supply chain reliability to execute a one-off delivery without unauthorized subcontracting.

Key Contractual Terms & Conditions

This procurement operates under standard South African public sector contracting frameworks, incorporating several notable provisions:

• Preferential Procurement (80/20 System): Evaluation uses an 80-point price allocation and 20 points for specific socio-economic goals. The 20 points are exclusively allocated to enterprises physically located in the Ethekwini region. Bidders must provide verifiable proof of regional status via CSD documentation to claim these points.
• Performance Security: Within 30 days of contract award, the successful supplier must furnish performance security, typically structured as a bank guarantee or certified cheque, to safeguard contractual obligations.
• Delay Penalties: Failure to deliver within the agreed period triggers financial penalties calculated using the current prime interest rate, applied daily until actual delivery or performance is completed.
• Anti-Collusion & Restriction Clauses: Cover-quoting, bid-rigging, or undisclosed conflicts of interest result in immediate disqualification. Serious breaches may invoke a restriction penalty, prohibiting the supplier from conducting business with any public entity for up to ten years.
• Warranty & Inspection Rights: A twelve-month warranty covers defects in design or workmanship. The purchaser retains the right to conduct inspections, audit relevant records, and require remediation or replacement of non-compliant goods at the supplier's expense.