Tender Summary

Objectives

The primary objective of this quotation is to procure a reliable supplier capable of delivering high-quality stationary items to St Andrews Hospital in compliance with the KwaZulu-Natal Department of Health’s supply chain management framework. The procurement seeks to ensure timely fulfillment, strict adherence to technical specifications, equitable participation through preferential procurement policies, and optimal value for money via a transparent, regulated evaluation process.

Scope

This is a one-off supply contract for the provision and delivery of specific stationary products to St Andrews Hospital in Harding, KwaZulu-Natal. The scope encompasses the supply of the following items in the stated quantities:

• Form Case Sheet White (60 units)
• Cover Health Services (20 boxes)
• Patient Health Record Child (2,000 units)
• Folders Outpatient Record (40 units)
• File Lever Arch (A4) for filling papers (300 units)
• Staples 26/6 (100 boxes)
• Pocket Plastic Multi Punch Clear (A4) (2,000 units)

The quotation validity period is 90 days. Pricing must be firm, inclusive of all delivery costs, and compliant with applicable tax regulations. Physical submission is required by the stipulated deadline.

Technical Requirements

Bidders must ensure all supplied goods strictly adhere to the attached product specifications. Key technical and contractual obligations include:

• All items must be new, unused, and represent the most recent models with current design and material improvements.
• Products must maintain a minimum shelf-life validity of six months from the date of delivery.
• Goods must conform to relevant South African National Standards (SANS/SABS) where applicable.
• Delivery must occur within the timeframe declared by the bidder, with all transportation, handling, and insurance costs embedded in the quoted price.
• A twelve-month warranty applies post-delivery (or eighteen months from shipment, whichever concludes first), covering defects in design, materials, or workmanship.
• Suppliers must utilize robust packing methods to prevent transit damage and ensure compliance with hospital receiving protocols.

Skills Requirements

No specialized engineering or professional certifications are mandated. However, bidders must demonstrate standard commercial and logistical competencies, including:

• Proven capability to source, manufacture, or distribute the specified stationary items at the required volumes.
• Operational competence in managing end-to-end logistics, including warehousing, secure packaging, and timely delivery to the designated hospital site.
• Administrative proficiency in navigating South African public procurement compliance frameworks, including Central Supplier Database (CSD) registration, SARS tax clearance verification, and B-BBEE documentation submission.
• Capacity to accurately complete all mandatory returnable documents and submit fully compliant quotations within strict regulatory deadlines.

Notes on Unusual or Complicated Terms

Several standard public sector procurement mechanisms apply to this tender:

• 80/20 Preference Point System: Evaluations allocate 80 points for price competitiveness and 20 points for specific transformation goals. Full points for the latter are awarded exclusively to enterprises at least 51% owned by Black people.
• Returnable Documents: Mandatory compliance forms (including SBD 4 for conflict-of-interest disclosure and SBD 6.1 for preference claims) must be fully completed and signed. Failure to submit required proof results in zero points for preferences but does not automatically disqualify the bid.
• Prime Interest Rate Penalty: Late delivery triggers daily financial penalties calculated using the prevailing prime interest rate until actual delivery is completed.
• Anti-Collusion & Cover-Quoting Prohibition: Bidding through multiple entities for the same quotation is strictly prohibited and classified as fraudulent conduct, potentially resulting in immediate disqualification and a ten-year restriction from public sector contracts.