Tender Summary: PHC Health Record Books

Objectives

The primary objective of this procurement is to secure the reliable supply of standardized Primary Health Care (PHC) record booklets for patient record-keeping at Addington Hospital. The institution seeks compliant, durable, and regulatory-approved documentation that supports efficient clinical service delivery while aligning with national preferential procurement policies aimed at supporting local economic development.

Scope

• Item Description: PHC Record Booklets
• Total Quantity: 4,500 units, broken down as follows:
• 2,000 units – Adult Female PHC Female Record
• 1,500 units – Adult Male PHC Record
• 1,000 units – Child Patient Health Record
• Delivery Destination: Addington Hospital, KwaZulu-Natal
• Contract Validity: 90 days from the date of award
• Pricing Structure: Firm, all-inclusive pricing covering delivery, handling, and applicable VAT

Technical Requirements

• Physical Sample Submission: Bidders must provide a physical sample for end-user evaluation to verify material quality, layout, and functional compliance before contract execution.
• Product Condition: All supplied items must be brand new, unused, and free from manufacturing defects. Second-hand or expired products are strictly prohibited; delivered goods must retain a minimum validity period of six months.
• Standards Compliance: Goods must meet relevant South African National Standards (SANS/SABS) or provide documented proof of equivalent certification.
• Warranty Period: Twelve months from delivery and acceptance, or eighteen months from shipment, whichever concludes first. Defective items must be replaced promptly at the supplier’s expense.
• Performance Security: The successful bidder must furnish performance security within thirty days of contract award notification.
• Inspection & Rejection Rights: The purchaser retains the right to inspect, test, or analyse supplies at any stage. Non-compliant goods may be rejected, returned, or substituted at the supplier’s cost.

Skills & Operational Requirements

• Supplier Registration: Valid Central Suppliers Database (CSD) registration with successful verification status.
• Tax Compliance: Current tax clearance status validated through SARS PIN and CSD records.
• B-BBEE Documentation: A valid Broad-Based Black Economic Empowerment verification certificate or sworn affidavit.
• Delivery Experience: Demonstrated capacity to execute similar contracts, evidenced by at least one prior order and corresponding signed delivery note from a public or private health facility.
• Interest Disclosure: Mandatory declaration of any personal or corporate relationships between the bidder (or its controlling persons) and any employee of the KwaZulu-Natal Department of Health.
• Financial & Operational Stability: Ability to maintain firm pricing throughout the contract period and absorb daily prime interest rate penalties for delayed deliveries.

Unusual or Complicated Terms

• SAHPRA Licensing Requirement: Despite being administrative booklets, these items are legally classified as medical devices in South Africa. Bidders must hold a valid licence from the South African Health Products Regulatory Authority permitting the manufacture, wholesale, or distribution of medical devices.
• 80/20 Preference Point System: A statutory procurement scoring model where 80 points are allocated for competitive pricing and 20 points for specific socio-economic goals. Here, the full 20 points are reserved exclusively for South African-owned enterprises to promote local economic participation.
• Anti-Cover Quoting Enforcement: The department actively cross-references bidder identities to detect multiple companies submitting competing quotes on behalf of a single entity. Identified cover-quoting triggers immediate disqualification and may result in criminal prosecution for procurement fraud.
• Prime Interest Rate Penalty Clause: Late deliveries incur a financial deduction calculated daily using the prevailing prime interest rate applied to the value of undelivered goods, continuing until performance is fulfilled or the contract is terminated.