Tender Summary: Printing and Binding of WBPHCOT Registers

Objectives

The primary objective is to procure durable, standardized printed registers to support Community Health Workers (CHWs) within the district. These documents serve as critical source records for routine health outreach, patient tracking, and programme monitoring, ensuring accurate data capture in field operations.

Scope of Work

The contract is a once-off supply and delivery of four specific register types to the designated district facility:

• WBPHCOT Monthly Register: 60 units
• WBPHCOT Daily Register: 1,000 units
• WBPHCOT Telephonic Tracing Register: 60 units
• WBPHCOT Tracing Register: 1,000 units

All items must be delivered to the specified location. Prior to full production, the successful bidder must submit a physical sample for official inspection and approval. Only compliant samples will authorize mass manufacturing and delivery.

Technical Requirements

Bidders must adhere strictly to the following specifications across all register variants:

• Format & Binding: A4-sized pads secured with metal binding.
• Covers: Robust front and back covers printed in colour.
• Inner Pages: Printed back-to-back in black and white (15 pages for monthly; 30 pages for daily, telephonic tracing, and tracing registers).
• Paper Quality: 80gsm hard-wearing white bond paper paired with heavy-duty cover stock engineered to endure daily field handling and environmental exposure.
• Layout: Single-page matrix design optimized for straightforward daily tallying and summary tracking.
• Finishing: Distinctive glossy green trim applied to edges and covers.
• Condition & Validity: Goods must be brand new and unused. Second-hand, refurbished, or expired products are strictly prohibited. All supplied items must retain a minimum validity period of six months from the date of delivery.
• Sample Protocol: Mandatory pre-delivery sample submission. All testing, production, and logistics costs for samples are borne by the supplier.

Skills & Capacity Requirements

No formal academic certifications are mandated, but bidders must demonstrate operational readiness through:

• Proven Track Record: Submission of verifiable proof of at least one previous order for comparable printing or supply work.
• Manufacturing Capability: Access to reliable printing, binding, and finishing equipment capable of meeting exact paper weights, colour calibration, and matrix layout requirements.
• Administrative Competence: Ability to accurately complete mandatory procurement forms, including Central Supplier Database (CSD) verification, tax compliance checks, SBD disclosure forms, and preference point claim documentation.
• Logistical Reliability: Demonstrated capacity to meet strict delivery timelines. Past unexplained delivery failures may result in automatic disqualification.

Key Contractual & Evaluation Notes

WBPHCOT Registers: This acronym refers to specialized provincial health tracking logs utilized by Community Health Workers for maternal, child, and outreach programme monitoring. The exact terminology aligns with internal departmental record-keeping protocols.

Evaluation Framework: Quotations undergo four mandatory compliance stages: Administrative Compliance, Capacity to Deliver, Specification Compliance, and Price/Preference Scoring. Failure at any stage results in immediate disqualification.

Preference System: An 80/20 scoring model applies, awarding 80 points for competitive pricing and 20 points for transformation goals. Full preference points are granted to enterprises with at least 51% Black ownership, verified through CSD data or a sworn affidavit.

Penalties & Termination: Late deliveries incur financial penalties calculated at the prevailing prime interest rate per day of delay. The purchaser reserves the right to terminate contracts for default, specification non-compliance, or fraudulent conduct, which may trigger a restriction penalty banning the supplier from public sector contracts for up to ten years.