Objectives

The primary objective is to procure standardized, high-quality appointment cards to streamline patient file retrieval within the hospital filing system. The tender seeks a reliable supplier capable of delivering compliant goods efficiently while adhering to provincial health department procurement policies, ensuring continuity of clinical administrative operations.

Scope

The scope covers the supply and delivery of three hundred (300) packs of patient appointment cards to the designated memorial hospital. Each pack must contain two hundred and fifty (250) cards. The supplier bears full responsibility for packaging, transportation, and delivery to the prescribed facility. The arrangement constitutes a single delivery cycle with no extended maintenance or service period.

Technical Requirements

• Material & Quality: Cards must be manufactured from white hard paper of good quality, ensuring durability for routine hospital use.
• Design & Functionality: Layout must accommodate full patient information details optimized for filing system retrieval.
• Compliance Standards: Goods must be new, unused, and free from defects. Second-hand or expired products are strictly prohibited. Where applicable, items must meet SABS/SANS specifications.
• Pricing & Validity: Quoted prices must be firm, inclusive of VAT (for registered vendors), and valid for ninety (90) days. All delivery costs must be embedded in the unit price.
• Documentation: Bidders must submit completed official quotation forms, SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points Claim Form), Central Suppliers Database (CSD) compliance proof, B-BBEE status documentation (or sworn affidavit for EMEs/QSEs), and either proof of prior delivery experience to healthcare facilities or a bank statement demonstrating a balance of at least forty percent (40%) of the quoted value.
• Evaluation Framework: Quotations will be assessed using an 80/20 preference point system, weighting eighty points on price and twenty points on specific socio-economic goals.

Skills Requirements

No specialized technical or professional certifications are explicitly mandated. Suppliers must demonstrate standard commercial capabilities in printing, packaging, and logistics, alongside proven experience supplying goods to public or private healthcare institutions. Proficiency in navigating South African public sector procurement compliance, tax clearance verification, and preferential procurement documentation is essential for successful participation.

Explanation of Key Terms & Conditions

• RDP Goal Preference Points: Twenty points are allocated to enterprises physically located within the Inanda, Ntuzuma, and Kwamashu catchment areas. This mechanism implements national preferential procurement regulations aimed at stimulating local economic development and supporting historically disadvantaged communities.
• 80/20 Preference Point System: A standard evaluation model where eighty percent of the total score is determined by competitive pricing, and twenty percent by achievement of specific socio-economic targets.
• General Conditions of Contract (GCC) & Special Conditions of Contract (SCC): The GCC establishes baseline legal obligations, including penalty calculations for delays, termination clauses, dispute resolution procedures, and warranty provisions. The SCC introduces institution-specific rules, such as mandatory hand-delivery of quotations, strict prohibition of cover-quoting (submitting multiple bids), and real-time validation of tax compliance via the Central Suppliers Database.
• Performance Security & Restriction Penalties: Successful bidders may be required to furnish performance security within thirty days of award. Persistent delays trigger daily penalties calculated at the prime interest rate. Repeated non-performance or fraudulent practices may result in contract termination and a public sector trading restriction of up to ten years.