Objectives

The primary objective is to procure a single ENT powered surgical system for Grey’s Hospital to support otology, ossiculoplasty, and sinus/laryngeal procedures. The procurement seeks to secure reliable, high-precision medical equipment that complies with international safety standards while ensuring robust after-sales support, comprehensive staff training, and long-term maintenance sustainability.

Scope

The scope encompasses the supply, delivery, installation, commissioning, and initial demonstration of one ENT powered console system at Grey’s Hospital, Pietermaritzburg. The contract is once-off with a ninety-day price validity period. Successful bidders must also submit a fully costed, comprehensive maintenance and service agreement covering three years immediately following the warranty period. Evaluation proceeds through four mandatory stages: administrative compliance, specification adherence, sample submission (for top-scoring bidders), and final scoring based on price and preference points.

Technical Requirements

• Console System: Electric-powered with an integrated irrigation pump, remote flow control, hand-piece/cutter identification, and adjustable speed/function settings. Must support multiple simultaneous hand-pieces and footswitches with bidirectional control.
• Otological Drill: Weighs under 110g (excluding cable), operates between 15,000–75,000 RPM, features straight and angled attachments, on-drill irrigation, and accepts burs from 0.5mm to 6.0mm.
• Ossicular Reconstruction Drill: Ultra-lightweight under 60g, narrow profile for stapes footplate surgery, compatible with the main console.
• Shaver System: Cannulated design with irrigation and suction, high-speed oscillation (cutters up to 3,000 RPM, burs up to 12,000 RPM), autoclavable storage container, and easy blade loading/unloading.
• Compliance & Safety: Must meet IEC 60601-1 electrical safety standards, hold CE certification, utilize hospital-grade 3-metre power cables, and comply with SANS wiring codes. Only new, latest-model equipment is accepted.
• Documentation & Accessories: Includes a starter kit, two sets of user manuals, two sets of original service/repair manuals (with schematics and PCB layouts), calibration software, and necessary troubleshooting tools.
• Warranty & Support: Minimum twenty-four-month warranty. Supplier must maintain a local KwaZulu-Natal service facility, guarantee technician response within twenty-four hours, provide loan units during repairs, and ensure spare part availability for ten years.

Skills Requirements

• Technical Expertise: Suppliers must deploy manufacturer-trained technicians capable of servicing, repairing, and calibrating equipment down to the printed circuit board (PCB) level.
• Training Capability: Successful bidders must deliver structured training to clinical staff and provincial Health Technology Services technicians, covering operation, calibration, preventive maintenance, fault diagnosis, and safety protocols.
• Regulatory Compliance: Personnel must demonstrate proficiency in medical electrical systems, occupational health and safety legislation, and radiation control licensing where applicable.

Notable Terms & Conditions

• 80/20 Preference Point System: Evaluation allocates 80 points to price and 20 points to specific socio-economic goals. Full points are awarded to enterprises at least 51% owned by Black South Africans.
• Mandatory Sample Submission: After initial scoring, the top three compliant bidders will be requested to submit physical samples for clinical and technical verification. Non-compliance results in disqualification.
• Pre-Qualified Maintenance Agreement: Bidders must quote a fully costed three-year service contract upfront, covering all labour, travel, spares, breakdowns, and call-outs post-warranty.
• Anti-Collusion & Cover-Quoting Prohibition: Strict enforcement against bid-rigging and cover-quoting. Violations trigger immediate disqualification and potential public sector trading restrictions.
• Clinical Trial Rights: The Department reserves the right to clinically trial and evaluate the equipment before final adjudication, with demonstration costs borne by the bidder.