Summary of Tender: Digitalisation of Workstation for X-Ray Films

Objectives

The primary objective is to procure, deliver, install, and commission a digital workstation capable of converting analogue X-ray films into high-quality digital images. The system must integrate seamlessly with the hospital’s existing imaging network to modernise radiology operations, improve diagnostic efficiency, and ensure long-term technical sustainability at Dr Pixley Ka Isaka Seme Memorial Hospital.

Scope

The contract encompasses the one-off supply of a plain film digitiser, quality control workstation, display monitor, input peripherals, essential software, and a complete starter accessory pack. The supplier is responsible for full delivery, on-site installation, calibration, commissioning, and clinical demonstrations. Additionally, the scope includes comprehensive training for hospital staff and in-house biomedical engineers, a minimum twenty-four-month warranty covering all maintenance and testing costs, ongoing technical support, spare parts provisioning, and lifecycle management throughout the equipment's operational life.

Technical Requirements

• Scans standard and mixed-size X-ray films (18×24 cm to 35×45 cm) using an auto-feeder with batch processing capability (under twenty-five films).
• DICOM-compliant with secondary capture image storage support; enables direct or indirect transfer to the hospital's imaging archive via a quality control station.
• Performance specifications: scan speed of six to ten seconds, resolution of approximately 600 dpi, optical density up to 4.0, 16-bit grayscale, and variable bit depths (8, 10, 12, 14).
• Equipped with an LED light source, automatic film jam/error release mechanism, and CE certification.
• Software must support image acquisition, removable media import, post-scan manipulation (rotation, flipping, window/centre adjustment), offline/online storage, and authorised DICOM tag editing.
• Must comply with international electrical safety standards (IEC 60601-1/1-2), occupational health and safety legislation, and electromagnetic interference protections.
• Requires SAHPRA distribution certification and valid Radiation Control licensing.
• Warranty covers all labour, spares, travel, and mandatory Radiation Control Board QA testing; equipment downtime extends the warranty period day-for-day.
• Supplier must maintain a local KwaZulu-Natal service facility, guarantee a twenty-four-hour emergency response, and ensure spare parts availability for ten years.

Skills Requirements

• Technicians must be original equipment manufacturer (OEM)-trained to perform diagnostics, calibration, and repairs down to the printed circuit board (PCB) level.
• Ability to deliver factory-equivalent training to clinical staff and Health Technology Services engineers, culminating in a Certificate of Competency within three months of delivery.
• Demonstrated expertise in PACS/DICOM integration, medical device regulatory compliance, and preventive/corrective maintenance protocols.
• Adequate staffing ratios (technician-to-equipment) to sustain continuous operational support within the province.

Explanation of Unusual or Complicated Terms

• PACS (Picture Archiving and Communication System): A hospital-wide digital infrastructure used to store, retrieve, distribute, and display medical images, replacing physical film archives.
• DICOM (Digital Imaging and Communications in Medicine): An international standard governing the format, transmission, and management of medical imaging data across different hardware and software platforms.
• SAHPRA Certification: Mandatory regulatory approval from the South African Health Products Regulatory Authority confirming the medical device meets national safety, efficacy, and quality standards.
• Radiation Control Board QA Testing: Government-mandated quality assurance procedures ensuring radiation-related equipment operates safely, accurately, and within prescribed legal parameters.
• 80/20 Preference Point System: A public procurement evaluation model where eighty percent of scoring is based on price competitiveness and twenty percent on socio-economic transformation goals, specifically awarding full points to enterprises wholly owned by historically disadvantaged persons.