Objectives

The primary objective of this tender is to procure standardized, high-quality patient health record books for use at St Andrews Hospital under the KwaZulu-Natal Department of Health. The procurement seeks to secure a reliable, once-off supply of documentation that supports primary healthcare delivery, including demographic tracking, clinical management, treatment adherence monitoring, laboratory result recording, and patient consent processes.

Scope

• Items: Adult Female Patient Health Record and Child Patient Health Record (covering ages birth to 15 years).
• Quantity: 3,000 units per category.
• Delivery Location: St Andrews Hospital, Harding, KwaZulu-Natal.
• Contract Type: Once-off supply.
• Quotation Validity: 60 days from closing date.

Technical Requirements

• Supplies must strictly conform to the prescribed layouts, section structures, and formatting detailed in the attached specification annexures.
• All products must be new, unused, and represent the most recent manufacturing models.
• Products must retain a minimum shelf life of six months from the date of delivery.
• Packaging must be durable enough to prevent damage, deterioration, or environmental exposure during transit and storage.
• Bidders must specify a clear delivery period; late delivery incurs daily penalties calculated at the current prime interest rate.
• A warranty of twelve (12) months applies from delivery and acceptance, or eighteen (18) months from shipment, whichever expires first.
• Samples may be requested for quality verification; failure to submit when required renders the bid non-responsive.
• All transportation, handling, and delivery costs must be fully included in the quoted unit prices.

Skills and Compliance Requirements

• Active registration and successful verification on the Central Suppliers Database (CSD).
• Valid tax compliance status with the South African Revenue Service (SARS), supported by a SARS PIN or Tax Clearance Certificate.
• Submission of a B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs and QSEs).
• CIPC Ownership Certificate and certified director identification documents to substantiate preference point claims.
• Competence in completing mandatory returnable documents, including SBD 4 (independence and conflict-of-interest declaration) and SBD 6.1 (preference points claim).
• Operational capability to issue compliant tax invoices meeting SARS formatting and content standards.
• Financial stability and logistical capacity to execute a once-off contract without unauthorized subcontracting.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A South African public procurement scoring model where 80 points are awarded based on price competitiveness and 20 points for specific socio-economic transformation goals. In this tender, the full 20 points are allocated to companies that are at least 51% owned by Black people.
• CSD (Central Suppliers Database): The national government’s centralized registry used to verify supplier legitimacy, tax compliance, and B-BBEE status before any procurement award.
• B-BBEE (Broad-Based Black Economic Empowerment): A legislative framework designed to increase economic participation, ownership, and management control among historically disadvantaged groups in South Africa.
• SBD 4 & SBD 6.1: Standard government bid forms. SBD 4 requires bidders to declare independence from competitors and disclose any personal or corporate conflicts of interest. SBD 6.1 is the official claim form for allocating preference points based on specific transformation targets.
• GCC/SCC: General and Special Conditions of Contract that legally govern the supply agreement, outlining payment terms, performance security, penalty calculations, termination rights, dispute resolution, and anti-collusion provisions.