Tender Summary: Book Certificate of Indisposition

Objectives

The primary objective is to procure and deliver 100 units of printed "Book Certificates of Indisposition" (Catalogue Number 26-11622) to Port Shepstone Hospital. These certificates function as official administrative records and patient receipts to document attendance, absence, or medical indisposition within the provincial health facility.

Scope

• Procurement Type: One-off supply and delivery of goods.
• Quantity: 100 units.
• Delivery Destination: Port Shepstone Hospital, SCM Department, No. 7 Bazley Street, Port Shepstone.
• Delivery Conditions: Deliveries must occur during official office hours (07:30 to 15:00). Weekend and public holiday deliveries are prohibited.
• Quotation Validity: 90 days from closing date.
• Evaluation Model: 80/20 preference point system (80 points for price, 20 points for specific socio-economic goals, primarily targeting South African-owned enterprises).

Technical Requirements

Bidders must strictly comply with the following manufacturing, quality, and logistical specifications:

• Format & Printing: Each book must contain 50 leaves printed single-sided in black ink with precise registration accuracy.
• Paper Specifications: Original sheets must utilize white NCR CB (Non-Chemical Reproduction Coated Back) paper, perforated. Duplicate sheets must use yellow NCR CF (Coated Front) paper, firm-numbered in duplicate for three-part viewing.
• Dimensions & Binding: Base size is 297mm x 210mm. Covers must be buff Tokai mill tinted at 200 GSM and wire-stapled four times along a 15mm binding margin.
• Cover Layout: The interior front cover must feature printed instructions and be labeled with content details, item number, and sequential serial numbering. The back cover measures 297mm x 410mm and must be scored to fold into a writing shield.
• Packaging & Identification: Items must be boxed and packaged as individual units. Every package must clearly display the Lot Number, Reference/Batch Number, and the manufacturer/company name with contact details.
• Quality & Shelf Life: Proof of SABS/SANS certification or equivalent quality documentation is mandatory. Products must be brand new, unused, and possess a minimum remaining shelf life of six months upon delivery.
• Compliance Documentation: Bidders must submit CSD registration, B-BBEE verification, tax clearance, and SAHPRA authorization (if applicable). Delivery periods must be explicitly stated.

Skills Requirements

No specialized clinical or engineering skills are required. Suppliers must demonstrate standard commercial and manufacturing competencies, including:

• Proven capability to produce or source precision-printed, multi-part administrative stationery with strict quality control.
• Experience in secure serial numbering, accurate registration, and protective packaging for sensitive medical/administrative documents.
• Logistical capacity to execute timely, direct-to-facility deliveries within restricted public sector operating hours.
• Administrative proficiency in maintaining national supply chain compliance, including tax validation, database registration, and preferential procurement reporting.

Key Terminology & Clarifications

• NCR CB/CF Paper: Non-Chemical Reproduction Coated Back/Coated Front. A carbonless paper technology that enables multi-part form duplication without traditional carbon sheets, ensuring clean, simultaneous copying across layers.
• Certificate of Indisposition: A standardized hospital administrative form used to officially record a patient's illness, absence, or inability to attend scheduled appointments or duties, serving as both a receipt and internal record.
• 80/20 Preference Point System: A government procurement evaluation framework where 80% of scoring reflects price competitiveness and 20% rewards specific policy goals, here focused on advancing locally owned businesses.
• SAHPRA Authorization: Licensing from the South African Health Products Regulatory Authority, mandatory for entities manufacturing, wholesaling, or distributing regulated medical or health-related supplies.