Objectives

The primary objective is to procure and deliver custom-made trophies for staff recognition and awards at the Imbalenhle Community Health Centre. The procurement supports internal morale-building initiatives while ensuring compliance with the KwaZulu-Natal Department of Health’s supply chain management policies and preferential procurement regulations.

Scope

The contract covers a one-off supply and delivery of two hundred (200) trophies to the Imbalenhle Community Health Centre in Pietermaritzburg. The requirement consists of one hundred and eighty (180) medium-sized round trophies and twenty (20) large-sized rectangular trophies. Delivery must be completed within one to three days after order confirmation. All quoted prices must be firm, inclusive of value-added tax (where applicable), and fully cover transportation and delivery costs to the specified facility.

Technical Requirements

• Large Trophy: Rectangular design, 15cm width, 44cm total height, incorporating a 50mm custom logo insert.
• Medium Trophy: Round design, 12cm diameter, 27cm total height, incorporating a 50mm custom logo insert.
• Logo Application: Artwork will be provided by the health centre; suppliers must confirm compatibility with the required digital file format.
• Quality Standards: Standard award-grade finish. Logos must be sharply printed, correctly aligned, and free of spelling errors.
• Packaging: Items must be securely packed to prevent damage or deterioration during transit.
• Compliance Declaration: Bidders must complete a mandatory YES/NO statement confirming adherence to the attached specification annexure.
• Documentation: Quotations must be submitted on official, unaltered forms with original signatures. Electronic quotes are not accepted due to network limitations.
• Validity: All pricing and terms must remain valid for ninety (90) days from the closing date.

Skills Requirements

No formal academic or professional certifications are mandated. However, bidders must demonstrate practical capability in custom trophy fabrication or supply, precise branding/logo application, and robust logistics management capable of meeting urgent one-to-three-day delivery windows. Suppliers must also possess strong administrative proficiency to accurately complete statutory public procurement forms, manage tax verification processes, and submit valid preference point claims.

Key Procurement Terms & Conditions

80/20 Preference Point System: A South African public procurement scoring model allocating 80 points to competitive pricing and 20 points to socio-economic goals. In this tender, the full 20 points are reserved for South African-owned enterprises.

SBD (Standard Bidding Document) Forms: Mandatory declaration templates covering bidder disclosure, conflict of interest, tax compliance, and preference claims. Failure to submit completed forms results in disqualification.

CSD & Tax Verification: Registration on the Central Suppliers Database and submission of a valid SARS PIN or tax clearance certificate are compulsory prerequisites for evaluation.

GCC & SCC: General and Special Conditions of Contract govern payment timelines, warranty periods, penalty deductions for late delivery, termination rights, and dispute resolution procedures. Prices must remain firm throughout the contract period, and expired or second-hand goods are strictly prohibited.