Tender Summary: Custom Date Stamp

Objectives

The primary objective is to procure forty (40) custom date stamps for the Provincial Pharmaceutical Supply Depot. These stamps are designed to accurately record the exact date documents are processed, created, or received within the facility.

Scope

The scope encompasses the supply of 40 units of custom date stamps. The procurement follows a standard quotation process evaluated through five mandatory stages: administrative compliance, capacity to deliver, specification compliance, pricing with preference points, and sample submission. The quotation validity period is 90 days, and all quoted prices must remain firm throughout the contract period.

Technical Requirements

• Dimensions: Text plate measuring 40mm x 40mm (±2mm).
• Colour: Stamp unit in black/white; ink pad available in red or black.
• Material: Constructed from plastic or rubber.
• Print Specifications: Print height and date field must be 3mm (±1mm). The date field must cover a minimum range of 10 years and adhere to the yyyy-mm-dd format.
• Packaging: Supplied as one unit per box.
• Standards & Compliance: Items must meet SABS/SANS quality standards. Suppliers must provide proof of compliance and hold a valid licence issued by the South African Health Products Regulatory Authority (SAHPRA) authorising the manufacture, wholesale, or distribution of medical devices.
• Samples: Physical samples are not submitted upfront. The institution will request samples from the top three scoring bidders after initial evaluation. Failure to provide compliant samples upon request results in disqualification.

Skills Requirements

No specialised technical or professional skills are explicitly mandated for this procurement. The evaluation prioritises logistical capability, regulatory compliance, and administrative proficiency. Suppliers must demonstrate proven experience in delivering similar goods to health facilities, supported by historical order and delivery notes. Additionally, bidders must possess strong administrative capacity to compile mandatory compliance documentation, including Central Supplier Database (CSD) registration, tax clearance certificates, B-BBEE verification, and CIPC ownership records.

Notable Terms & Conditions

SAHPRA Licensing Requirement: Although date stamps are standard office supplies, the tender mandates a valid SAHPRA licence. This regulatory framework requires suppliers to hold official authorization to manufacture or distribute items classified under health product regulations, ensuring traceability, quality control, and legal compliance within the provincial health supply chain.

Preference Points System: The evaluation utilises an 80/20 scoring model. Eighty points are allocated for price competitiveness, while twenty points are reserved for specific goals. Full points are awarded to companies at least 51% owned by Black people. Proof of ownership via CIPC certificates, B-BBEE reports, or sworn affidavits is mandatory to claim these points.

Sample Submission Protocol: Samples are requested post-evaluation rather than pre-qualification. This reduces storage risks for the institution. Only compliant samples meeting the exact dimensional and functional specifications will be accepted.