Objectives

The primary objective of this tender is to procure services for the disposal of used paper and records at Greytown Hospital. The service aims to ensure confidential, secure, and environmentally compliant disposal of approximately 12,000 patient files and other records annually, including those from hospital departments and primary healthcare facilities. The contract duration is set for 24 months, with provisions for a 24-month service period, ensuring ongoing management of medical record disposal in line with confidentiality and legal requirements.

Scope

The scope of the tender encompasses:

• Collection of used paper and records from Greytown Hospital and associated facilities.
• Handling approximately 12,000 patient files and related records per year, including files from hospital wards (M3, M4) and primary healthcare centers.
• Provision of personnel, packing materials (e.g., sacks), and suitable weighing scales for on-site weighing prior to removal.
• Ensuring confidentiality and secure handling of records containing patient information.
• Issuance of destruction certificates post-disposal and submission of proof of payment or receipts to the hospital’s Revenue Department.
• Contract duration of 24 months, with the possibility of renewal or extension based on performance.

Technical Requirements

The technical specifications and requirements include:

• Provision of personnel for collection and packing of records, maintaining confidentiality at all times.
• Use of appropriate receptacles (e.g., sacks) for record collection.
• Weighing of records on-site in the presence of the Record Officer or Systems Manager, using suitable scales provided by the service provider.
• Secure transportation and destruction of records, with destruction certificates issued after disposal.
• Compliance with confidentiality and data protection standards, ensuring patient information is handled securely.
• Submission of proof of payment or receipts after each disposal activity.
• Adherence to the specified contract period and contractual obligations for confidentiality and secure disposal.