Objectives

The primary objective of this tender is to procure a qualified supplier capable of delivering a comprehensive range of visual assistive devices to support ophthalmic and low-vision care services within the KwaZulu-Natal Provincial Department of Health over a six-month period.

Scope

The contract encompasses the supply, delivery, and incidental servicing of optical and low-vision equipment. The scope includes:

• Custom single vision, bifocal, and multifocal spectacle sets across multiple prescription ranges.
• Ready-made reading glasses (plus, minus, and aphakic powers).
• Durable spectacle frames (metal and plastic) meeting provincial safety and ergonomic standards.
• Repair and replacement services for frames, lenses, nose pads, and screws.
• Low vision assistive devices including telescopes, magnifiers, and mounted optical systems.
• Provision of a starter pack containing all essential accessories and disposables required for immediate clinical use.

Technical Requirements

Bidders must comply with the provincial Health Technology Services (HTS) Specification M71. Key technical criteria include:

• Lens Composition: Organic plastic (CR39), polycarbonate (mandatory for paediatric cases), and high refractive index options. Required tints include full lens fixed, gradient fixed, and photochromic. Anti-reflection coating is standard.
• Frame Engineering: SABS-approved metal and plastic frames featuring flexi-temples and spring-back hinges. Must accommodate pupillary distances of 40–80mm, suit all age demographics (from three months old), and offer diverse colour/design options.
• Low Vision Specifications: Strict magnification tiers required for telescopes (3x–8x), stand/handheld/dome/bar magnifiers, and binocular systems.
• Product Integrity: All supplied goods must be brand new, unused, and possess a minimum shelf-life validity of six months post-delivery. Expired, refurbished, or second-hand items are strictly prohibited.
• Packaging & Delivery: All-inclusive delivered pricing. Goods must withstand transit conditions and arrive fully packaged with complete documentation.

Skills and Qualification Requirements

Suppliers must demonstrate regulatory compliance and proven operational capacity:

• HPCSA Registration: Mandatory active registration with the Health Professions Council of South Africa as either an Optometrist or a Dispensing Optician for the 2026–2027 cycle.
• Track Record: Submission of verifiable proof (order confirmation and delivery note) demonstrating prior successful supply of similar optical goods to public or private healthcare institutions.
• Administrative Documentation: Fully completed and signed specification forms, valid tax clearance, Central Suppliers Database (CSD) registration, and B-BBEE status verification.
• Preference Eligibility: Ability to claim 20 preference points under the 80/20 procurement model if the enterprise qualifies as youth-owned, supported by certified identity documentation.

Notable Terms and Explanations

HTS Specification M71: A standardized provincial government template that dictates precise optical parameters, material standards, and accessory requirements for medical eye-care equipment, ensuring uniformity across healthcare facilities.

HPCSA Registration Requirement: Unlike general goods tenders, optical supply contracts in South African public health require the supplier to hold professional regulatory registration, ensuring clinical-grade product compliance and accountability.

80/20 Preference System: An evaluation model allocating 80 points to competitive pricing and 20 points to socio-economic goals (specifically youth-owned enterprises). Points are calculated using a formula comparing the lowest acceptable bid to the submitted bid.

Warranty & Penalty Clauses: A twelve-month warranty covers manufacturing defects. Delays beyond the agreed delivery period trigger financial deductions calculated at the prime interest rate per day. Repeated non-compliance or fraudulent declarations may result in contract termination and up to ten years of exclusion from public sector procurement.

Sample Verification: Physical product samples may be requested during the evaluation stage to conduct hands-on compliance testing against the technical specification before final contract award.