Tender Summary: Self-Inking Stamps

Objectives

The primary objective is to procure reliable, high-quality self-inking stamps for administrative and examination purposes at Grey’s Hospital. The procurement aims to secure compliant, durable stamping tools while adhering to public sector supply chain management regulations and transformation targets.

Scope

• Supply of two (2) custom text self-inking stamps designed for five-line imprints.
• Supply of one (1) self-inking date stamp with a 3.8mm date mechanism.
• One-off delivery to the designated hospital facility in Pietermaritzburg.
• All supplied items must be brand new, unused, and represent current manufacturing models.
• Products must retain a minimum operational validity of six months upon delivery.

Technical Requirements

• Custom Text Stamp: Physical dimensions of 58x22mm, capable of cleanly imprinting up to five lines of text using black ink.
• Date Stamp: 3.8mm date imprint in black ink, mechanically configured to display dates in ISO format (YYYY/Month/DD).
• Quality & Standards: High-grade construction free from design, material, or workmanship defects. Must align with applicable South African National Standards (SANS/SABS) where relevant.
• Documentation Compliance: Bidders must submit unaltered official quotation forms, complete SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points Claim), and provide verified Central Supplier Database (CSD) registration alongside tax compliance confirmation.
• Sample Provision: Visual or physical samples of the custom stamp are mandatory. The procuring entity will request samples from the top three preliminarily scored bidders. Historical suppliers may substitute samples with copies of past order invoices.
• Pricing & Logistics: Quoted rates must be fixed, inclusive of VAT (if registered), and encompass all transportation costs to the final destination. Pricing remains binding for ninety days.

Skills Requirements

No specialized engineering or technical expertise is required. Bidders must demonstrate standard commercial and logistical competencies, including:

• Manufacturing or sourcing capability to produce stamps meeting exact dimensional, mechanical, and ink specifications.
• Proficiency in public procurement compliance, including CSD verification, tax clearance validation, and accurate completion of statutory returnable documents.
• Operational capacity to fulfill delivery timelines, manage inventory, and execute warranty replacements or repairs.
• Administrative responsiveness to sample requests and formal communication throughout evaluation and contract implementation.

Key Terms & Conditions Explained

• ISO Date Format (YYYY/Month/DD): Requires the date stamp to imprint the year numerically, followed by the full month name, and then the day (e.g., 2026/April/08), ensuring standardized record-keeping across departments.
• 80/20 Preference Point System: Evaluation awards 80 points for competitive pricing and 20 points for socio-economic transformation. Full points are granted to enterprises that are at least 51% Black-owned, substantiated by a verified BBBEE certificate or sworn affidavit.
• Cover-Quoting Prohibition: Strictly bans multiple entities controlled by the same individual or group from submitting competing bids for the same item. Violation triggers immediate disqualification and potential ten-year exclusion from public sector contracts.
• Performance Warranty: Suppliers guarantee goods against defects for twelve months post-delivery or eighteen months post-shipment, whichever expires first. Non-compliant items must be replaced or rectified at the supplier’s expense without delaying hospital operations.