Objectives

The primary objective is to procure and supply standardized maternity case record books to support accurate clinical documentation, patient tracking, and multidisciplinary care coordination within the maternity ward. The procurement ensures the provision of durable, regulation-compliant record-keeping tools that facilitate seamless patient handover, surgical auditing, and health data management.

Scope

The contract covers a once-off supply of 2,000 units delivered directly to Cato Manor Community Health Centre. The successful supplier is responsible for manufacturing, quality assurance, secure packaging, and transportation of all goods. Pricing must be firm, inclusive of VAT (if applicable), and fully cover delivery costs. The quotation validity period is 90 days, and the contract execution is a single delivery event upon award.

Technical Requirements

• Outer Cover: 200gsm gloss paper. Front cover features full-colour printing with national logos; interior cover is black-and-white. Back cover is plain white with a perforated edge to allow detachment for patient handover post-delivery.
• Inner Pages: 64 pages of 80gsm paper. Predominantly double-sided black-and-white printing. Pages 28, 29, 48, and 49 require full-colour printing. A landscape graph spanning pages 32 and 33 must be printed in light green or grey ink to ensure pen markings remain visible.
• Perforations: Pages 1, 3, 5, 6, 57, 60, 63, and the outer back page must be perforated for easy separation.
• Carbon Paper Integration: Strategic carbon paper placement is required on pages 3, 6, 9, 12, 57, and 60 to automatically duplicate entries onto designated subsequent pages (5, 8, 11, 10, 59, and 62 respectively), enabling simultaneous multi-departmental record keeping.
• Binding & Audit Features: Secured with two side staples. The peri-operative record section on the back cover is perforated specifically for Caesarean Delivery Safety Checklist removal and theatre audit purposes.
• Quality & Compliance: All items must meet SABS/SANS standards. Products must be brand new, unused, and possess a minimum shelf life of six months upon delivery. Expired or second-hand goods are strictly prohibited.
• Regulatory Licensing: Suppliers must hold a valid licence issued by the South African Health Products Regulatory Authority (SAHPRA) authorizing the manufacture, wholesale, or distribution of medical devices.

Skills & Experience Requirements

• Proven manufacturing or commercial printing capability specializing in medical documentation, multi-part record systems, and precision binding.
• Demonstrated track record supplying similar healthcare products to public or private health facilities, supported by verifiable proof of past orders and delivery notes.
• Strong operational capacity to manage complex print specifications, carbon-paper alignment, and perforation without compromising structural integrity.
• Robust logistics and quality control systems to deliver 2,000 precisely specified units within agreed timelines.
• Ability to produce and submit physical samples for objective technical evaluation against the detailed specification.

Notable Terms & Conditions

Preference Point System: Evaluation follows an 80/20 pricing model, with 20 points allocated exclusively to companies at least 51% owned by Black Persons with Disabilities. Full documentary proof of disability ownership is mandatory to claim these points.

Sample Evaluation Process: Top-scoring bidders will be shortlisted to submit physical samples. Compliance will be verified against the technical specification; failure to submit or non-compliant samples may result in disqualification or a re-tender process.

Performance Penalties: Late delivery incurs daily penalties calculated at the current prime interest rate. Persistent default may lead to contract termination and potential restriction from public sector procurement for up to ten years.

Administrative Compliance: Mandatory registration on the Central Supplier Database (CSD) with valid tax clearance status is required. Offers lacking complete returnable documents will be deemed non-responsive and excluded from evaluation.