Objectives

The primary objective of this quotation is to procure a reliable supplier for the provision of identification materials required by Port Shepstone Hospital. The aim is to ensure the timely delivery of compliant, high-quality staff identification cards and accessories to support daily hospital operations and security protocols.

Scope

This is a once-off supply contract for the following items:

• Staff Cards: 600 units
• Card Holders: 600 units
• Badge Strap Clips: 600 units

All goods must be delivered directly to the Supply Chain Management department at Port Shepstone Hospital. Deliveries are permitted only during office hours (07:30 to 15:00) and are strictly prohibited on weekends and public holidays.

Technical Requirements

Bidders must strictly adhere to the following product specifications:

• Staff Cards: Must be fully compatible with Magicard printers. Dimensions: 85mm x 54mm, thickness: 1mm, with rounded edges. Colour: white on both sides with a glossy finish. Packaging: 500 units per packet.
• Card Holder Clips: Must feature metal clips and clear plastic straps equipped with metal press studs. Packaging: 100 units per packet.
• Card Holders: Must securely accommodate an 80mm x 50mm rounded-edge card (1mm thickness) and hold the metal card clip. Colour: transparent on both sides. Packaging: 100 units per packet.
• Quality Standards: All items must comply with SABS/SANS standards, with certified proof of compliance submitted with the quotation.
• Condition & Validity: Products must be brand new (second-hand items are excluded) and retain a minimum shelf life of six months. Bidders must explicitly declare the shelf life of all quoted items.

Skills & Compliance Requirements

As this is a goods supply tender, requirements focus on supplier capability, regulatory compliance, and administrative readiness:

• Active registration and verification on the Central Supplier Database (CSD).
• Valid Broad-Based Black Economic Empowerment (B-BBEE) status verification certificate or sworn affidavit.
• A valid licence issued by the South African Health Products Regulatory Authority (SAHPRA) authorising the bidder to manufacture, wholesale, or distribute medical devices.
• Documented proof of operational capacity, evidenced by at least one order confirmation and corresponding delivery note from a private or public health facility.
• Submission of all mandatory official forms, including bidder disclosure, general conditions of contract, and preference point claim documentation.

Notable Terms & Conditions

SAHPRA Licensing Requirement: This mandate arises because certain identification and healthcare-adjacent accessories are classified as regulated medical devices or health products under South African legislation. The licence ensures all supplied items meet national safety, manufacturing, and distribution standards before entering public health facilities.

Magicard Printer Compatibility: The staff cards must be specifically engineered to function within Magicard printing systems. Bidders must verify that their media specifications align exactly with the printer’s thermal transfer and dimensional tolerances to prevent jamming or print defects.

Preferential Procurement (80/20 System): Evaluation follows a standard government scoring model where 80 points are allocated for price competitiveness and 20 points for specific socio-economic goals. Here, the full 20 points are designated for promoting South African-owned enterprises, contingent upon verified proof of ownership.

Contractual Framework: The award is governed by standard General and Special Conditions of Contract, which enforce strict penalties for delayed delivery, outline termination procedures for non-compliance or fraudulent practices, and require performance security upon contract signing.