Objectives

The primary objective is to procure, supply, and commission a digital workstation capable of converting analogue X-ray films into high-quality digital images. This system will integrate seamlessly with the existing Picture Archiving and Communication System (PACS) at Dr Pixley Ka Isaka Seme Memorial Hospital, improving diagnostic workflow, image accessibility, and long-term patient record management.

Scope

The scope covers the complete delivery and implementation of one digitiser workstation, comprising the scanner unit, quality control station, display monitor, input peripherals, integrated software, and a starter pack of essential accessories. The successful bidder is responsible for transportation, on-site installation, calibration, clinical commissioning, and comprehensive staff training. All associated costs, including VAT, delivery, and initial warranty support, must be included in the quoted price.

Technical Requirements

• Scans plain X-ray films ranging from 18x24cm to 35x45cm with a scan speed of 6–10 seconds.
• Supports DICOM compatibility and secondary capture image storage protocols.
• Delivers a resolution of ±600 dpi, optical density up to 4.0, and 16-bit grayscale with variable bit depth options (8, 10, 12, 14).
• Features an LED light source, auto-feeder for batch processing (under 25 films), and manual release mechanisms for film jams.
• Includes a dedicated quality control workstation equipped with a 3–5 megapixel monitor.
• Software must provide image acquisition, removable media import, post-processing tools (rotation, flipping, window/centre adjustment), dual storage modes, and authorised DICOM tag editing.
• Must comply with IEC 60601-1/60601-1-2 electrical safety standards, SANs wiring codes, and electromagnetic interference protection.
• Requires CE certification, SAHPRA distribution registration, and a valid Radiation Control licence.
• Must represent the latest commercially available technology, with confirmed spare parts availability for ten years.

Skills and Service Requirements

• On-site installation, testing, and commissioning by qualified personnel prior to final payment.
• Comprehensive training for departmental technicians covering calibration, preventive maintenance, and fault diagnosis down to the printed circuit board (PCB) level, culminating in a competency certificate within three months.
• Provision of detailed user and service manuals, calibration software, and troubleshooting guides at no extra cost.
• Establishment of a local service facility in KwaZulu-Natal staffed by original equipment manufacturer (OEM)-trained technicians, guaranteeing a 24-hour response time for breakdowns.
• A minimum 24-month warranty covering all labour, spares, travel, and regulatory quality assurance testing, with downtime automatically extending the warranty period.
• Commitment to ongoing technical support, software updates, and spare parts supply throughout the equipment’s lifecycle.

Clarification of Key Terms

PACS Integration: The system must export digitised images via DICOM standards directly into the hospital’s existing picture archiving and communication network without requiring additional middleware or custom interfaces.

PCB-Level Maintenance: Technicians must receive advanced training enabling direct circuit board repairs rather than module-only replacements, ensuring long-term institutional self-sufficiency and reduced dependency on external vendors.

Regulatory Compliance: Bidders must hold active SAHPRA approval for medical device distribution and a Radiation Control licence, or provide official exemption proof from the relevant authority.

Preferential Procurement: Evaluation follows an 80/20 scoring model, allocating 80 points to price competitiveness and 20 points to companies owned at least 100% by Black Africans, in line with national transformation policies.

Contractual Framework: Standard General and Special Conditions of Contract apply, mandating strict administrative compliance, performance security upon award, and penalties calculated at the prime interest rate for delayed delivery or non-performance.