Objectives

The primary objective is to procure standardized, durable covers for health service records specifically designed for the KwaZulu-Natal Provincial Department of Health. These covers will facilitate the systematic filing, secure storage, and efficient retrieval of patient medical records at the East Boom Community Health Centre.

Scope

The contract entails a once-off supply of 15,000 record covers delivered to the designated facility in Pietermaritzburg. The procurement adheres to South Africa’s Preferential Procurement Policy Framework Act, applying an 80/20 evaluation model where 80 points are allocated to price and 20 points to specific socio-economic goals, primarily targeting companies at least 51% owned by Black persons with disabilities. Bidders must demonstrate active tax compliance, valid Central Supplier Database (CSD) registration, and strict submission of all mandatory administrative and compliance documents. The quotation validity period is 90 days, and delivery must be completed within the timeframe stipulated upon contract award.

Technical Requirements

• Dimensions: 480mm x 365mm
• Material: Kraft Liner board weighing 225 grams per square meter (GSM)
• Printing: Single-sided black ink only. Must feature a half-moon emblem centrally positioned, with clear labeling indicating contents and item numbers. All text must be in English.
• Construction: Pre-scored folding design with side flaps pasted onto the main cover area for secure closure.
• Packaging: Supplied in packs of 100, grouped into boxes containing 10 packets each.
• Quality Standards: Products must be new, unused, and free from manufacturing defects. Second-hand or expired goods are strictly prohibited. Pricing must be firm and fully inclusive of delivery costs.
• Documentation: Completion and submission of official quotation forms, including Bidder Disclosure (SBD4), Preference Points Claim (SBD6.1), General Conditions of Contract (GCC), and Special Conditions of Contract (SCC). Failure to meet any evaluation stage results in automatic disqualification.

Skills Requirements

No specialized technical certifications are mandated. However, bidders must demonstrate proven manufacturing or distribution capacity to produce and deliver 15,000 units meeting exact dimensional, material, and construction specifications within the agreed delivery period. Suppliers must possess operational competence in navigating South African public sector procurement frameworks, including tax clearance validation, CSD registration protocols, and contractual compliance. Administrative proficiency in accurately completing all mandatory returnable documents and adhering to strict submission deadlines is essential.

Key Terms & Conditions

80/20 Preference System: A national procurement scoring model allocating 80 points to competitive pricing and 20 points to targeted economic transformation goals.

SBD Forms: Standardized National Treasury templates requiring full disclosure of business interests, relationships with state employees, and formal claims for preference points.

Cover-Quoting: An illegal collusive practice where competing entities submit bids under different company names to artificially influence pricing; strictly penalized with disqualification and potential public sector bans.

Domicilium Citandi Et Executandi: A legal clause designating the official physical address for all formal communications, notices, and legal proceedings related to the contract.