Objectives

Wentworth Hospital, KwaZulu-Natal Department of Health, requires a one-off supply of 500 units of the “HAST Adult Clinical Chart” (also referred to as the HAST Adult Clinic/Clinical Chart). This is a clinical record book used to capture and monitor adult patients on antiretroviral (ARV) treatment. The objective is to obtain compliant, printed patient record books for clinical use at the hospital.

Scope

• Supply of a printed medical chart booklet, described as “BOOK - HAST ADULT CLINICAL CHART.”
• Quantity: 500 units, each unit considered one book.
• Contract period: Once off.
• Quotation validity period: 90 days.
• No compulsory briefing session or site visit is applicable.
• The item is classified under “Goods.”

Technical Requirements

The chart is a clinical record book designed for adult HIV/ARV care. It is referred to as “HAST,” which broadly relates to HIV, AIDS, sexually transmitted infections and TB care.

• The printed book must be A4 size, black and white internally, with a 160gsm colour cover showing the KZ Health logo/coat of arms and the title on the cover.
• The cover must include fields for file number and patient name.
• Inside: 12 pages on 80gsm paper, A4, printed back-to-back.
• The chart is divided into clinical sections, including patient details, long-term record, first clinical assessment, clinical staging, ART/HAART readiness and follow-up, social assistance assessment, pre-ART counselling, patient notes, and continuation pages.
• Quality standard: good-quality paper.
• The product must display the approved KwaZulu-Natal Health branding.

Quotation and Pricing Requirements

• Prices must be firm and must remain valid for 90 days.
• Delivery and all associated costs must be included in the quoted price.
• VAT at 15% must be shown if the bidder is a VAT vendor.
• The quotation may not be re-typed; official forms must be used.
• The bidder must state whether the offered product complies with the specification and confirm whether it conforms to relevant SANS/SABS standards.

Evaluation and Compliance Requirements

Quotations will be evaluated through five stages. A quote must pass each stage to be considered:

1. Administrative, compulsory and mandatory returnable documents: bidders must submit completed quotation forms, a bidder disclosure declaration, preference claim form (SBD 6.1), and other procurement forms. Company registration (CIPC) and the Central Supplier Database compliance report are also required. If required for this type of goods, the bidder also needs material safety data sheets or similar documentation where legally applicable.
2. Capacity to deliver: bidders must prove prior successful delivery, for example an order/delivery note from a private or public health facility. A supplier with a history of failure to deliver at Wentworth Hospital may be disqualified.
3. Specification compliance: the offered product must comply with the required specification and be confirmed in writing.
4. Price and preference points: the 80/20 preferential procurement system applies. Price carries 80 points. Up to 20 specific-goal points are awarded to companies that are at least 51% Black-owned, with proof such as a BBBEE certificate or sworn affidavit and ID copy. A failure to submit proof does not disqualify the bid but means no preference points are awarded.
5. Objective sample assessment: the top-scoring bidders may be asked to submit samples for inspection; only compliant samples will be accepted.

Skills / Supplier Capacity

No specific “professional skill” is required for the tender itself, but the supplier must demonstrate manufacturing/printing capacity, past delivery performance, and the ability to deliver the required branded medical chart within the expected timeframe. If requested to submit detailed drawings or final schematics to the KZN Health specifications. The supplier must be registered and compliant with SARS and the Central Supplier Database.

Special Notes

“HAST” refers to the KZN health program covering HIV, AIDS, STIs and TB. This tender is only for the supply of the chart record book itself, not for clinical services. Late quotations place primarily no contact please note: only official delivery to the stated tender box before the closing time will be accepted.