Objectives

To procure and deliver standardized Primary Health Care (PHC) Daily Headcount Registers to enable accurate patient tracking, demographic reporting, and community health worker referral monitoring across designated health facilities.

Scope

The contract covers the one-off supply and delivery of 346 PHC Head Count Registers. Responsibilities include manufacturing, quality assurance, secure packaging, and final delivery to the specified hospital location. All pricing must be inclusive of VAT (if applicable), transportation, and any incidental delivery costs. The contract period is once-off, with quotes valid for 90 days.

Technical Requirements

• Dimensions: 210 x 297 mm (A4 landscape)
• Page Count: 304 numbered internal pages plus a cover
• Paper Specifications: 80 g/m² for internal pages; 215 g/m² gloss finish for the cover
• Printing: Interior pages printed double-sided in black and white; cover printed in full colour
• Binding: Must comply with the approved specification (e.g., saddle stitch, perfect bound, or stapled/shrink-wrapped as detailed in the annexure)
• Content Layout: The first page must contain clear instructions and predefined data elements, including age brackets (under 5, 5–9, 10–19, 20+), gender, identification fields, and Community Health Worker (CHW) referral indicators
• Quality & Validity: Products must be new and unused. All supplies must have a minimum validity period of six months from the date of delivery
• Samples: Physical samples are required for pre-award scrutiny against the published specification

Skills Requirements

Bidders must demonstrate proven operational capacity in high-volume commercial printing, professional document binding, and reliable logistics distribution. Experience in fulfilling government health sector supply contracts, implementing strict quality control measures, and adhering to public procurement compliance frameworks is essential. Suppliers must also possess the administrative capability to complete all mandatory returnable documents, including tax compliance verification and central supplier database registration.

Key Terms & Definitions

PHC Head Count Register: A standardized clinical administration tool used daily at primary healthcare facilities to record patient attendance by age group, gender, and referral status. It serves as a critical metric for service delivery tracking, resource allocation, and health management reporting.

80/20 Preference Point System: An evaluation model allocating 80 points for competitive pricing and 20 points for specific transformation goals. Full preference points are awarded to companies that are at least 100% owned by Black Africans, supported by a B-BBEE verification certificate or sworn affidavit.

CSD & Tax Compliance: Registration on the National Treasury’s Central Supplier Database and proof of tax clearance are mandatory. Failure to validate these credentials results in automatic disqualification.

Penalties & Termination: Delayed deliveries incur financial penalties calculated at the current prime interest rate per day. The procuring entity reserves the right to terminate the contract for default, fraudulent practices, or insolvency, and may impose restriction penalties prohibiting future public sector engagement.