Objectives

The primary objective of this tender is to procure and deliver a one-off supply of bin record cards to Victoria Mxenge Hospital under the KwaZulu-Natal Department of Health. The procurement seeks to establish a reliable supply chain for standardized inventory tracking tools while complying with national public procurement legislation, including preferential procurement policies that prioritize historically disadvantaged and locally owned enterprises.

Scope

The contract encompasses the manufacturing, packaging, and delivery of bin record cards to the designated hospital facility. It is structured as a single-transaction agreement with a quotation validity period of ninety days. Bidders must submit firm pricing that includes all delivery costs to the prescribed destination. The evaluation follows a mandatory four-stage process: administrative compliance, capacity to deliver, specification compliance, and price/preference scoring. The department reserves the right to accept or reject any quotation, cancel the process at any time, and is not obligated to award the contract to the lowest bidder.

Technical Requirements

• Printing Specifications: Cards must be printed on both sides using black ink only.
• Dimensions: 210 mm × 296 mm.
• Material: White litho paper with a weight of 200 GSM.
• Packaging: Cards must be shrink-wrapped in packs of 100 units.
• Quality & Shelf Life: All supplied goods must be new, unused, and possess a minimum validity period of six months upon delivery.
• Samples: A physical sample is required after order placement but prior to bulk delivery for quality verification.
• Compliance: Bidders must explicitly confirm adherence to the attached specification; failure to do so renders the quotation non-responsive.

Skills Requirements

No specialized technical certifications are mandated, but bidders must demonstrate proven operational competence in commercial printing, quality assurance, secure packaging, and logistics management. Suppliers must possess the administrative capability to accurately complete mandatory returnable documents, maintain active tax clearance status, register on the Central Suppliers Database (CSD), and navigate public sector contracting procedures. Reliable communication, timely sample submission, and adherence to strict delivery schedules are essential operational competencies.

Key Terms and Conditions

Bin Record Cards: Commonly referred to as tally cards, these are standardized forms used in healthcare settings to manually track, record, and verify the contents of medical storage bins or cabinets, ensuring accurate inventory control and regulatory compliance.

80/20 Preference Point System: A procurement evaluation model where eighty percent of the total score is allocated to price competitiveness and twenty percent to specific socio-economic goals. For this tender, the full twenty points are reserved for enterprises that are entirely owned by South African citizens, verifiable through CIPC documentation.

SBD 4 (Bidder’s Disclosure): A mandatory legal declaration requiring bidders to disclose any personal, familial, or business relationships with employees of the procuring institution or the wider provincial health department. This prevents conflicts of interest and ensures ethical procurement practices.

Performance Security: A financial guarantee (such as a bank guarantee or certified cheque) that must be furnished within thirty days of contract award to protect the purchaser against supplier default, non-delivery, or breach of contractual obligations.

Penalties & Termination: Delays in delivery incur daily penalties calculated at the current prime interest rate. The purchaser may terminate the contract for default, claim damages, or impose a restriction penalty prohibiting the supplier from conducting business with the public sector for up to ten years in cases of fraud, corruption, or repeated non-performance.