Tender Summary

Objectives

The primary objective is to secure a reliable supplier for the one-off provision of high-quality, self-adhesive labels specifically designed for pharmaceutical dispensing at Vryheid District Hospital. The procurement aims to ensure uninterrupted pharmacy operations through the timely delivery of compliant labeling materials while adhering to the KwaZulu-Natal Department of Health’s procurement policies, transparency standards, and value-for-money principles.

Scope

The contract covers the supply and delivery of 450 rolls of white semi-gloss self-adhesive labels directly to Vryheid District Hospital. It is a single-delivery, once-off agreement with a quotation validity period of 90 days. The supplier bears all risks and costs associated with transportation, handling, and delivery to the prescribed destination. Products must be delivered in pristine condition, with a minimum shelf-life validity of six months from the date of handover. Expired, damaged, or second-hand goods are strictly excluded.

Technical Requirements

• Material & Finish: White, semi-gloss surface with a durable self-adhesive backing suitable for thermal transfer printing.
• Dimensions: 60 mm width by 40 mm height per individual label.
• Roll Configuration: Each roll must contain exactly 1,000 labels.
• Printer Compatibility: Labels must be fully compatible with Zebra GC-series thermal label printers used in the facility.
• Quality Standards: Goods must be new, unused, and manufactured in accordance with applicable South African quality and safety standards. Bidders must formally certify compliance with the attached specification schedule.

Skills and Operational Requirements

While no formal professional certifications are mandated, bidders must demonstrate robust operational capacity across several key areas:

• Manufacturing/Distribution Capability: Proven ability to source or produce medical-grade label stock meeting precise dimensional and adhesive specifications.
• Logistics & Supply Chain Management: Reliable last-mile delivery infrastructure capable of meeting strict hospital receiving hours and handling fragile printed materials without damage.
• Regulatory & Administrative Compliance: Active registration on the Central Supplier Database (CSD), valid tax clearance status, updated CIPC business documents, and the ability to submit sworn affidavits or verification certificates for Broad-Based Black Economic Empowerment (B-BBEE) status.
• Financial & Contractual Stability: Sufficient working capital and operational track record to fulfill public sector contractual obligations, including potential performance security requirements and warranty claims.

Key Terms and Procurement Framework

Three-Stage Mandatory Evaluation: Quotations undergo sequential screening. Stage 1 verifies administrative and legal compliance. Stage 2 confirms technical specification adherence. Stage 3 evaluates pricing and preference points. Failure at any stage results in immediate disqualification without progression to subsequent stages.

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. Full preference points are awarded to enterprises that are at least 51% owned by Black persons with disabilities, requiring verified medical documentation as proof.

Anti-Collusion & Cover-Quoting Prohibition: The tender strictly forbids multiple bids from related entities. If verification reveals shared ownership, control, or coordinated bidding among linked companies, all associated quotations will be disqualified immediately, and the entity may face restrictions from future public sector contracts.

General & Special Conditions of Contract (GCC/SCC): The award is governed by standardized government contracting terms covering delivery timelines, penalty clauses for late performance, warranty periods, dispute resolution, and termination rights. All prices must remain firm throughout the contract period, and VAT treatment follows strict vendor registration rules.