Objectives

The primary objective of this quotation is to procure compliant, high-quality job record books for administrative use at the King Dinuzulu Hospital Complex. The procurement aligns with national supply chain management legislation, emphasizing transparency, value for money, and socio-economic transformation through preferential procurement targeting youth-owned enterprises.

Scope

• Item Description: Job Record Books
• Quantity: 50 units
• Delivery Destination: King Dinuzulu Hospital Complex (KDHC)
• Contract Duration: Once-off delivery
• Price Validity: 90 days from closing date
• Evaluation Structure: Five-stage process covering administrative compliance, delivery capacity, specification adherence, pricing/preference scoring, and sample verification.

Technical Requirements

Bidders must manufacture and deliver books that precisely match the attached specification:

• Format & Size: A4 dimensions, comprising 25 leaves in triplicate (NCR/non-carbon paper).
• Covers: Front cover: Tokai Board, 220gsm, maize colour, black front print only. Back cover: Malgrad chipboard, 700gsm, grey, unprinted. Spine drawn-on cover: Tokai Board, 220gsm, maize, unprinted, glued.
• Sheets: Three sheets per leaf (×25), printed black front only on NPP CB/CFB/CF paper, 60gsm, white.
• Finishing: Collated, stapled left binding, trimmed to size, with book cloth applied to the spine.
• Packaging & Logistics: Books must be securely boxed and delivered to KDHC. All transport and handling costs must be factored into the quoted price.
• Quality & Condition: Goods must be brand new, unused, and free from defects. Expired or second-hand products are strictly prohibited.
• Sample Requirement: A physical sample conforming exactly to the specification must accompany the quotation. Failure to submit a sample results in automatic disqualification.

Skills and Experience Requirements

Bidders must demonstrate operational capability and regulatory compliance:

• Proven Delivery Track Record: Submit valid proof of at least two previous orders and successful deliveries of similar goods to any organ of state across all government spheres.
• Performance History: No record of contract default or failure to deliver without acceptable justification. Defaulters will be excluded from evaluation.
• Regulatory Registration: Active Central Suppliers Database (CSD) registration, valid tax clearance/SARS PIN, and a current B-BBEE status verification certificate or sworn affidavit.
• Administrative Competence: Ability to accurately complete all mandatory official forms (SBD4, SBD6.1, Official Price Page, GCC/SCC) without retyping or modifying prescribed templates. Missing or incomplete documentation will not be accepted post-submission.
• Financial & Operational Readiness: Capacity to absorb delivery costs, maintain firm pricing throughout the validity period, and execute the contract within stipulated timelines.

Key Terms and Unusual Requirements

• Triplicate NCR Books: Refers to non-carbon paper technology that automatically produces three identical copies simultaneously during handwriting, eliminating the need for traditional carbon sheets between pages.
• 80/20 Preference Point System: A standard South African public procurement scoring model where 80 points are allocated to price competitiveness and 20 points to specific socio-economic goals. In this tender, the full 20 points are reserved for enterprises owned by youth.
• Mandatory Pre-Submission Sample: Unlike typical tenders where samples may be requested post-award, this quotation requires a physical sample alongside the bid. Non-compliance leads to immediate disqualification.
• Strict Returnable Documentation Policy: The procuring entity will not accept late submissions of missing forms. All documents must be fully completed, certified where applicable, and submitted together. Retyping official government forms is prohibited.
• Penalty & Restriction Clauses: Late delivery incurs daily financial deductions calculated at the prime interest rate. Termination due to fraud, corruption, or default may trigger a restriction penalty, prohibiting the supplier from conducting business with the public sector for up to ten years.