Objectives

The primary objective is to procure a reliable, compliant supplier for the one-off provision of standardized, durable covers designed specifically for filing and preserving patient health service records within the KwaZulu-Natal Provincial Department of Health. The tender aims to ensure consistent archival quality, streamline clinical record management, and support provincial healthcare administration through a competitively evaluated, legally compliant procurement process.

Scope

The procurement encompasses the manufacturing, packaging, and delivery of 15,000 units of health service record covers to the East Boom Community Health Centre in Pietermaritzburg. The contract is structured as a single-delivery transaction with a quotation validity period of 90 days. All logistics, handling, and transportation costs must be factored into the submitted unit price. The department reserves the right to accept or reject any quotation, and late submissions will not be considered.

Technical Requirements

• Dimensions: 480mm x 365mm
• Material: Kraft Liner board with a minimum grammage of 225 GSM
• Colour: Brown
• Printing & Branding: Single-sided black ink printing featuring a half-moon emblem positioned centrally on the cover. The front must clearly display contents and item numbering. All printed text must be in English only.
• Construction: Pre-scored at three points (one central, two lateral), folded centrally, with two side flaps adhered to the main surface.
• Packaging: 100 units per packet, 10 packets per carton, fully boxed for secure transit.
• Quality & Condition: Products must be brand new, unused, and retain a minimum shelf life of six months upon delivery. Expired or second-hand goods are strictly prohibited.
• Pricing: Firm, fixed pricing for the entire contract period. VAT applies only if the bidder is a registered vendor.

Skills & Capacity Requirements

As this is a goods-supply tender, specialized professional certifications are not mandated. However, bidders must demonstrate operational capacity to produce or source materials meeting exact specifications, manage bulk packaging, and execute timely deliveries. Suppliers must maintain active registration on the Central Supplier Database (CSD), hold a valid tax clearance certificate from the South African Revenue Service (SARS), and possess sufficient financial and logistical resources to fulfill the 15,000-unit order. Post-award, suppliers must be capable of honoring a 12-month warranty, including prompt replacement of defective items at no additional cost.

Key Terms & Compliance Notes

Preferential Procurement (80/20 System): Evaluation uses an 80-point price allocation and 20-point transformation allocation. Full points are awarded to enterprises at least 51% owned by Black Persons with Disabilities, requiring verified medical evidence or disability grant documentation.

Standard Bid Documents (SBD 4 & SBD 6.1): Mandatory government forms must be completed verbatim. SBD 4 requires full disclosure of any relationships with state employees to prevent conflicts of interest. SBD 6.1 claims preference points based on the specific goals outlined above. Retyping or altering official forms invalidates the bid.

General & Special Conditions of Contract (GCC/SCC): These standard public sector clauses dictate strict performance metrics. Penalties for delayed delivery are calculated daily using the current prime interest rate. The department may terminate contracts for default, fraud, or insolvency, and reserve the right to impose procurement bans of up to ten years for serious breaches. Dispute resolution follows mutual consultation, mediation, and ultimately South African court proceedings.

Three-Stage Evaluation: Bids are assessed sequentially: Stage 1 verifies administrative completeness and mandatory returnable documents; Stage 2 confirms technical specification compliance; Stage 3 applies the price and preference scoring model. Failure at any stage results in immediate disqualification.