Objectives

The primary objective of this tender is to procure and deliver high-quality, standardized stationery and clinical documentation supplies to Catherine Booth Hospital within the KwaZulu-Natal Department of Health. The procuring entity aims to ensure reliable, timely delivery of compliant products that support clinical record-keeping, patient management, and hospital administrative operations, while adhering to public sector procurement regulations and preferential procurement policies.

Scope

The scope covers the supply and delivery of a once-off order of specific stationery and medical record booklets. Required items include MDR-TB clinical record booklets, newborn admission forms, paediatric daily allocation books, discharge/referral letters, observation charts for various age groups (under one year, one to five years), neonatal discharge summaries, and daily assessment charts. Quantities range from single units to bulk packs. All goods must be delivered to the hospital’s designated location, with delivery costs included in the quoted price. The contract validity period is ninety days from the closing date.

Technical Requirements

• All supplied items must strictly comply with the detailed specifications provided in the annexures, including exact dimensions (predominantly A4), colour requirements, layout, labelling, and designated content fields.
• Products must be brand new, in good condition, and hold valid SABS or SANS approval. Used or second-hand items will not be accepted.
• All stationery must have a minimum shelf-life validity of six months from the date of delivery.
• Bidders must confirm firm pricing, full compliance with specifications, and state their proposed delivery period.
• The top three highest-scoring bidders will be required to submit physical samples of their offered products for verification against the set specifications. Failure to provide compliant samples will result in rejection.
• Quotations must be submitted using official government forms without retyping, properly signed, and delivered in sealed envelopes to the designated tender box or via email prior to the closing deadline.

Skills & Business Requirements

• Bidders must demonstrate administrative compliance by submitting all mandatory returnable documents, including updated CIPC registration, B-BBEE status verification or sworn affidavit, Central Suppliers Database (CSD) compliance report, and completed SBD forms (Disclosure, Preference Points Claim).
• Proof of SABS/SANS approval for the specific items must be provided.
• Bidders must exhibit operational capacity with no history of contract default or failure to deliver without acceptable justification.
• Financial and logistical capability to deliver bulk stationery orders within agreed timeframes, inclusive of all taxes and delivery costs.
• Understanding of public supply chain management principles, including adherence to preferential procurement frameworks and contract conditions.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A scoring methodology used in South African public procurement where up to 80 points are awarded based on price competitiveness and 20 points are allocated for specific socio-economic transformation goals. In this tender, the 20 points are exclusively reserved for enterprises that are at least 51% owned by Black Women.
• SABS/SANS Approval: Certification from the South African Bureau of Standards indicating that the products meet nationally recognized quality, safety, and performance standards. This ensures consistency and reliability for clinical and administrative use.
• Central Suppliers Database (CSD): A mandatory National Treasury registry where all government suppliers must register and maintain tax compliance. Verification through the CSD is a prerequisite for bid consideration.
• Sample Submission Requirement: A quality assurance step where shortlisted bidders must physically provide product samples for direct inspection by clinical and operational managers. This ensures the supplied stationery matches exact design, durability, and functional specifications before contract award.