Objectives

The primary objective of this procurement is to secure a qualified supplier for the once-off provision of outpatient health record folders to support clinical record-keeping and administrative workflows at the designated provincial hospital facility.

Scope

• Item Description: Outpatient Health Record Folders
• Quantity: 80 packets, with each packet containing 250 folders (totaling 20,000 units)
• Delivery Destination: King Dinuzulu Hospital Complex
• Contract Type: Once-off supply agreement
• Quotation Validity: 90 days from closing date

Technical Requirements

Bidders must strictly conform to the following manufacturing, material, and delivery specifications:

• Dimensions: 297mm x 535mm
• Substrate: 220gsm Litho Board in a specified Maize colour
• Printing: Black ink printed on both sides; pre-press layout and design to be executed by the supplier
• Finishing: Die-cut and trimmed to exact dimensions
• Packaging & Dispatch: Bundled in straps of 250 units per packet, prepared for direct handover at the facility
• Quality & Shelf-Life: Goods must be new, unused, free from manufacturing defects, and retain a minimum validity period of six months upon delivery
• Sample Requirement: A physical prototype matching the specification must be submitted alongside the quotation; absence results in automatic disqualification

Skills and Qualification Requirements

No specialized professional licences are mandated, but bidders must demonstrate operational readiness and regulatory compliance through the following:

• Administrative Compliance: Fully completed mandatory returnable documents (including conflict-of-interest declarations, preference claims, and identity verification), plus active Central Supplier Database (CSD) registration
• Financial & Tax Standing: Current tax compliance status and a valid B-BBEE verification certificate or sworn affidavit
• Proven Track Record: Documentary evidence of at least two prior successful deliveries of comparable goods to any sphere of government
• Evaluation Pathway: Offers undergo a five-stage assessment: administrative completeness, delivery capacity, specification adherence, price/preference scoring, and physical sample validation

Key Terms and Unusual Requirements

The tender incorporates standard public procurement frameworks alongside specific operational conditions that require careful attention:

• 80/20 Preference Point System: Scoring allocates 80 points to price competitiveness and 20 points to socio-economic transformation. The full 20 points for the specific goal are exclusively reserved for enterprises owned by youth, verified through CSD data and B-BBEE documentation.
• Mandatory Pre-Submission Samples: Unlike typical tenders where samples may be requested post-award, this procurement requires a compliant sample at the quoting stage. Failure to submit triggers immediate disqualification with no opportunity for remediation.
• Prime Interest Rate Delay Penalty: Late delivery incurs daily financial deductions calculated using the prevailing prime interest rate applied to the value of undelivered goods until actual fulfillment.
• Anti-Collusion & Cover-Quoting Enforcement: The procuring entity will cross-reference bidder registrations and pricing structures. Evidence of bid-rigging, cover-quoting, or undisclosed conflicts of interest will result in disqualification and potential exclusion from public sector contracts for up to ten years.
• Performance Security Clause: General conditions permit the purchaser to request a performance security bond within thirty days of contract award, though the exact monetary threshold remains subject to special contract conditions.