Objectives

The primary objective of this tender is to procure and deliver a single batch of PHC Comprehensive Tick Registers (Version 1.0) aligned with the 2025 NIDS and PIDS standards to GJ Crookes Hospital. The contract supports primary healthcare operations by providing standardized tracking tools for immunization monitoring, stock management, and patient data recording.

Scope

This is a once-off supply contract with a quotation validity period of ninety (90) days. The successful bidder will be responsible for delivering the tick registers to the hospital's designated facility in Scottburgh. All transportation, handling, and delivery costs must be fully incorporated into the quoted price. Supplied goods must be new, unused, and possess a minimum remaining validity period of six months from the date of delivery. Bidders must declare their proposed delivery timeframe within the quotation.

Technical Requirements

• Specification Compliance: Bidders must explicitly confirm adherence to the attached technical specification. Non-compliance results in automatic disqualification.
• Artwork Submission: Product artwork must be submitted to the procuring entity for approval prior to manufacturing or delivery.
• Quality & Standards: All items must conform to relevant South African National Standards (SANS/SABS) where applicable and be free from design, material, or workmanship defects.
• Warranty: A twelve (12) month warranty applies from delivery and acceptance, or eighteen (18) months from shipment, whichever expires first.
• Sampling & Testing: The institution may request physical samples for verification. All testing and inspection costs are borne by the supplier.
• Invoicing: Payments require a compliant SARS tax invoice containing serialized numbering, VAT breakdown, official department order reference, and full supplier/recipient details.

Skills Requirements

The tender does not mandate specialized technical skills, installation services, operator training, or ongoing maintenance. It is a straightforward goods-supply contract requiring standard vendor capabilities in inventory management, logistics, quality control, and regulatory documentation compliance.

Key Terms & Unusual Requirements

NIDS & PIDS 2025: Commonly refers to the National Immunization Data System and Provincial Immunization Data System. These are standardized tracking frameworks used across South Africa's public health sector to monitor vaccination coverage, vaccine stock levels, and patient records.

Tick Register Version 1.0: A structured logbook or tracking form designed to record immunization activities, ensuring accurate data capture and alignment with provincial and national health reporting protocols.

80/20 Preference Point System: Evaluation allocates eighty (80) points for competitive pricing and twenty (20) points for socio-economic transformation. Full preference points are awarded to enterprises owned at least one hundred percent (100%) by Black Africans.

Cover-Quoting Prohibition: Submitting multiple quotations under different company names to manipulate pricing or secure awards is classified as fraud. Offenders face immediate disqualification and potential ten-year exclusion from public sector procurement.

Late Delivery Penalty: Failure to deliver within the agreed timeframe incurs daily financial deductions calculated using the prevailing prime interest rate until performance is fulfilled.

Mandatory Documentation: Bidders must submit original, unaltered official forms, including CIPC registration, valid Tax Clearance Certificate, B-BBEE affidavit/certificate, SBD4 conflict-of-interest disclosure, and proof of artwork submission. Missing or misrepresented documents render the quotation non-responsive.