Objectives

The primary objective of this quotation is to procure standardized, durable filing solutions for the KwaDukuza Mortuary under the KwaZulu-Natal Department of Health. The goal is to secure a reliable, once-off supply of custom-printed folders that meet forensic and administrative documentation standards, ensuring proper storage and chain-of-custody integrity for post-mortem records.

Scope

The scope encompasses the end-to-end provision of post-mortem docket files, including:

• Design & Printing: Layout creation and printing aligned with provincial health branding and functional requirements.
• Manufacturing: Production using specified materials, dimensions, and folding techniques.
• Supply & Delivery: Delivery of ten (10) packs to the designated mortuary location, with all transportation, handling, and packaging costs fully inclusive in the quoted price.

The contract is structured as a single delivery event with a ninety-day price validity period.

Technical Requirements

Bidders must strictly comply with the following product specifications:

• Type: Three-fold brown post-mortem docket folders.
• Material & Weight: Kraft board, 180gsm thickness.
• Dimensions: Folded size of 230 x 355mm; total flat size of 730 x 355mm.
• Construction: Precision-scored and slotted for clean folding.
• Printing & Branding:
  • First fold: Black ink, back-to-back printing featuring the current KwaZulu-Natal Health logo. Outer cover text must use Arial font.
  • Middle fold: Blank on both interior and exterior surfaces.
  • Third fold: Printed in black Arial font.
• Packaging: 200 folders per pack, totaling 2,000 units across ten packs.

All supplied items must be new, unused, and free from manufacturing defects. Products must meet applicable South African National Standards (SANS/SABS), and expired or second-hand goods will be rejected.

Skills & Compliance Requirements

Bidders must demonstrate operational readiness and regulatory adherence through the following:

• Registration & Tax Compliance: Active verification on the Central Suppliers Database (CSD) and valid SARS tax clearance status.
• Corporate Documentation: Submission of a valid BBBEE certificate or sworn affidavit, plus certified ID copies of all directors.
• Sample Production Capability: Ability to manufacture exact prototypes matching the specification. The top three scoring bidders will be required to submit physical samples for quality verification before contract award.
• Logistics & Delivery: Proven capacity to deliver within the stipulated timeframe, with all costs embedded in the unit price.
• Quality Assurance: Commitment to a twelve-month warranty covering defects in design, material, or workmanship under normal mortuary use conditions.

Notes on Unusual or Complicated Terms

• Post-Mortem Dockets: Official medical-legal files used to document autopsy results, cause of death, and related administrative data. They require tamper-resistant, archival-grade folders to maintain legal admissibility and regulatory compliance.
• 80/20 Preference Point System: A standard South African public procurement scoring model where eighty percent of evaluation points are awarded for competitive pricing and twenty percent for socio-economic transformation goals (specifically, full points are allocated to enterprises that are one hundred percent owned by Black African women).
• Sample-Driven Evaluation: Unlike conventional tenders, final contract award is contingent upon physical sample verification. Shortlisted bidders must be prepared to produce exact prototypes matching the specification for independent assessment.