Objectives

The primary objective of this tender is to procure a one-off supply of electrocardiogram (ECG) recording paper pads for clinical diagnostic use at Grey’s Hospital. The procurement aims to secure compliant, high-quality medical consumables while adhering to provincial health supply chain policies, with a strong emphasis on value for money and socio-economic transformation through preferential procurement.

Scope

The contract covers the delivery of forty (40) pads of ECG recording paper, each measuring 60mm in width and 15m in length, packaged as books/pads. Delivery must be made directly to Grey’s Hospital in Pietermaritzburg. This is a single-delivery, once-off arrangement with a quotation validity period of ninety (90) days. All quoted prices must be fully inclusive of delivery costs and applicable taxes. Evaluation follows a strict four-stage process: administrative compliance, specification adherence, sample verification, and final scoring based on price and preference points.

Technical Requirements

• Product Specifications: ECG recording paper must precisely match the 60mm x 15mm dimensions and be supplied in book/pad format.
• Quality & Shelf Life: All goods must be new, unused, and retain a minimum shelf life of six months from the date of delivery. Expired or second-hand products are strictly prohibited.
• Regulatory Compliance: Bidders must provide a valid licence issued by the South African Health Products Regulatory Authority (SAHPRA) authorising the manufacture, import, export, or wholesale distribution of medical devices.
• Documentation: Mandatory submission of official quotation forms, SBD4 (Bidder Disclosure), General and Special Conditions of Contract acknowledgements, and the SBD 6.1 Preference Points Claim Form. Incomplete submissions result in immediate disqualification.
• Sampling Process: Shortlisted bidders may be requested to submit physical samples for quality verification. Previous successful suppliers may substitute samples with copies of past order/invoice documentation.
• Standards: Products must conform to relevant South African National Standards (SANS/SABS) and the hospital’s attached specification annexure.

Skills Requirements

• Procurement Compliance: Demonstrated ability to navigate public sector bidding processes, including accurate completion of mandatory returnable documents and adherence to strict submission deadlines.
• Registration & Tax Validation: Active registration on the Central Supplier Database (CSD) with verified tax clearance status, plus the capacity to provide SARS PIN details if automated validation fails.
• Logistics & Delivery Management: Capability to coordinate timely transport and handover of medical consumables to a healthcare facility within agreed timeframes.
• Socio-Economic Documentation: Proficiency in preparing and submitting verified proof of 51% black ownership (BBBEE verification certificate or sworn affidavit) to claim preference points.
• Basic Quality Assurance: Competence in inventory handling to preserve product integrity, ensure correct packaging, and guarantee shelf-life compliance during transit and storage.

Key Terms & Conditions

SAHPRA Licence: A mandatory regulatory permit required in South Africa for any entity involved in the commercial handling of medical devices, ensuring products meet national safety, efficacy, and quality standards.

80/20 Preference Point System: A standard South African procurement scoring model where 80 points are awarded based on competitive pricing and 20 points are allocated for specific socio-economic goals (in this case, companies with at least 51% black ownership).

GCC/SCC: Standard contractual clauses governing delivery schedules, warranty periods (typically 12–18 months), penalties for delayed performance, termination rights, dispute resolution, and anti-collusion provisions. These form the legal framework of the supply agreement.