Objectives

The primary objective is to procure standardized Primary Health Care (PHC) patient health record books to support clinical data management at Addington Hospital and associated clinics within the KwaZulu-Natal Provincial Department of Health. The procurement aims to ensure reliable, compliant, and timely supply of essential medical documentation tools while promoting local economic development through preferential procurement policies.

Scope

The contract covers the supply of 3,000 units of Adult Female PHC record books and 500 units of Adult Male PHC record books. Deliveries must be made directly to Addington Hospital. The scope encompasses manufacturing, packaging, transportation, and warranty provision for all supplied items. All pricing must be firm, inclusive of delivery, taxes, and VAT (where applicable), with a quotation validity period of ninety days.

Technical Requirements

• Physical samples must be submitted to the Receiving and Dispatch Department for evaluation against specifications.
• Books must conform to SABS/SANS standards, with proof of approval required.
• Specifications include A4 dimensions, designated columns for patient demographics (name, surname, facility name, unique facility number, file number, ID/passport number), and an HPRS (Health Patient Registration System) label field. Note: The end-user specification references child PHC records with pink and blue cover pages alongside adult formats; bidders must clarify alignment with the required adult versus child specifications.
• Supplies must be brand new, unused, and possess a minimum shelf-life of six months upon delivery.
• A twelve-month warranty applies post-delivery and acceptance, or eighteen months from shipment, whichever occurs first.
• Packaging must protect goods against transit damage, extreme conditions, and rough handling.

Skills and Experience Requirements

• Demonstrated capacity to deliver similar goods to public or private healthcare facilities, evidenced by at least one prior order and corresponding signed delivery note.
• Full administrative compliance, including Central Supplier Database (CSD) registration, valid B-BBEE status verification or sworn affidavit, updated CIPC registration documents, and SARS tax clearance validation.
• Ability to navigate government procurement frameworks, including accurate completion of mandatory returnable documents (SBD 4, SBD 6.1, Official Price Page, General and Special Conditions of Contract).
• No specialized technical or engineering skills are mandated; the focus remains on supply chain reliability, quality assurance, and regulatory compliance.

Notable Terms and Conditions

80/20 Preference Point System: Evaluation allocates eighty points to price and twenty points to specific goals. Full preference points are awarded to South African-owned enterprises, supported by documented proof of ownership and operational presence.

Anti-Collusion & Cover-Quoting Prohibition: Bidders submitting multiple quotes or operating through affiliated entities for this bid will face immediate disqualification, as such practices constitute fraud under public sector regulations.

Delay Penalties: Late deliveries incur financial penalties calculated daily at the current prime interest rate until fulfillment. Persistent failure may result in contract termination and supplier restriction from public sector contracts for up to ten years.

Performance Security: Successful bidders must provide a bank guarantee or certified cheque within thirty days of award, though the exact value is determined post-award.

Sample Retention: Winning bidders’ samples become property of the department; unsuccessful bidders must collect samples within three months or forfeit them.