Objectives

The primary objective is to procure a reliable supplier capable of manufacturing and delivering standardized, high-quality patient health record booklets to Itshelezuba Hospital. The procurement ensures consistent availability of essential medical documentation to support primary healthcare operations across adult and paediatric patient demographics.

Scope

The tender covers a one-time supply and delivery of three distinct record booklet categories:

• Child Patient Health Records (Birth – 15 years): 10,000 units
• Adult Female Patient Health Records: 10,000 units
• Adult Male Patient Health Records: 5,000 units

All goods must be delivered directly to Itshelezuba Hospital. The contract is a single delivery event with no recurring service obligations beyond standard warranty provisions and defect resolution.

Technical Requirements

Bidders must strictly adhere to the following manufacturing, material, and quality specifications:

• Paper & Board: White Bond interior paper at 70gsm (80gsm acceptable if unavailable); Sinavendar board cover at 230gsm.
• Dimensions: Booklet size 275 x 210 mm; internal pocket 165 x 215 mm.
• Printing & Finishing: Interior text must be web-printed in black throughout. Covers require four-colour lithography (offset printing for high-fidelity colour reproduction) with a matte machine varnish on one side and scoring for foldability. Pockets must be plain, die-cut, and securely attached to the inside back cover using twinstix (a heavy-duty adhesive strip commonly used in commercial bookbinding).
• Binding & Structure: Perfect bound (pages glued directly to the spine rather than stapled or sewn), with folded, collected, and trimmed flush covers. Adult records contain 81 pages; child records contain 84 pages plus cover.
• Packaging: Packaged at 85 units per box.
• Quality & Condition: High-quality output required. Used, second-hand, or expired products are strictly prohibited. All supplied items must retain a minimum validity period of six months upon delivery.
• Compliance Verification: Bidders must explicitly confirm specification compliance on the official form. Failure to indicate compliance results in automatic disqualification. Physical samples may be requested prior to contract award for scrutiny.

Skills and Operational Requirements

No formal academic qualifications are mandated, but bidders must demonstrate:

• Established printing and binding capacity capable of executing precise paper weights, colour lithography, perfect binding, and die-cut pocket integration.
• Logistical and production capability to fulfil large-volume orders (25,000 units total) within agreed delivery windows without compromising quality.
• Proficiency in public sector procurement compliance, including active Central Supplier Database (CSD) registration, SARS tax clearance validation, and accurate completion of mandatory returnable documents (SBD forms).
• Financial stability to absorb all delivery costs, maintain firm pricing for a 90-day validity period, and furnish performance security upon contract award.

Key Contractual and Procurement Terms

The tender incorporates several standard yet critical public procurement mechanisms:

• Preference Point System (80/20): Evaluation allocates 80 points for price competitiveness and 20 points for specific transformation goals. Full points are awarded exclusively to companies that are 100% owned by Black African women. Proof via B-BBEE verification certificate or sworn affidavit is required.
• Four-Stage Sequential Evaluation: Quotations undergo strict screening: (1) Administrative compliance, (2) Delivery capacity, (3) Specification adherence, and (4) Price and preference scoring. Non-compliance at any stage results in immediate disqualification.
• Anti-Collusion & Cover-Quoting Prohibition: Submitting multiple quotes to manipulate pricing, engaging in bid-rigging, or artificially inflating bids is strictly forbidden. Violations trigger immediate disqualification and potential ten-year procurement bans.
• Warranty & Penalties: A twelve-month warranty applies post-delivery. Delayed deliveries incur daily penalties calculated at the prime interest rate, and persistent defaults may lead to contract termination, cost recovery, and supplier restriction.