Objectives

The primary objective is to procure standardized, durable covers for health service records specifically designated for the KwaZulu-Natal province. The aim is to ensure consistent, compliant, and secure filing solutions for patient documentation across the provincial health system.

Scope

The procurement involves a once-off supply of 15,000 units of record covers. Goods are to be delivered to the Logistics department at East Boom Community Health Centre. The contract encompasses manufacturing, packaging, transportation, and delivery of all items to the specified destination. Pricing must remain firm for a 90-day validity period, inclusive of VAT where applicable.

Technical Requirements

Bidders must strictly adhere to the following specifications:

• Dimensions: 480mm x 365mm
• Material: Kraft Liner board, 225GSM weight
• Colour: Brown
• Printing: Single-sided black ink only. Features a half-moon emblem positioned centrally and on the top cover. All text must be in English and clearly indicate contents and item numbers.
• Construction: Requires three score lines (one central, two lateral) and one central fold, with two side flaps folded and adhered to the main top section.
• Packaging: Supplied in packs of 100, with ten packs per box. All boxes must be securely packaged for transit.
• Quality Standards: Products must be new, unused, and valid for a minimum of six months upon delivery. Compliance with the provided specification sheet is mandatory. A twelve-month warranty applies post-delivery or eighteen months from shipment, whichever occurs first.

Skills Requirements

No specialized technical or professional skills are mandated beyond standard manufacturing and supply chain capabilities. Bidders must demonstrate administrative and compliance proficiency, including:

• Registration and active verification on the Central Suppliers Database (CSD)
• Maintaining valid tax clearance status via the South African Revenue Service (SARS)
• Ability to accurately complete mandatory procurement disclosure and preference forms
• Understanding of preferential procurement regulations, pricing submission protocols, and contract compliance obligations

Notable Terms & Conditions

• 80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points to specific socio-economic goals. Full points are awarded to enterprises that are at least 51% owned by Black Persons with Disabilities.
• Anti-Collusion & Cover-Quoting Prohibition: Strict measures prohibit bid-rigging and cover-quoting (multiple entities bidding for the same client to manipulate outcomes). Violations result in immediate disqualification and potential public sector restrictions.
• Penalties & Termination: Late delivery incurs daily penalties calculated at the prime interest rate. Persistent default allows the purchaser to terminate the contract, source substitutes, and claim damages. Force majeure clauses outline acceptable delays beyond supplier control.
• SBD Forms: Standard South African procurement disclosure (SBD 4) and preference claim (SBD 6.1) forms are mandatory. Failure to submit these correctly renders the quotation non-responsive.

Note: This tender is officially recorded as cancelled.