Objectives

The primary objective of this tender is to secure a reliable, once-off supply chain partner capable of delivering standardized health data collection registers to support community outreach operations at the Harry Gwala District Office. The procurement aims to ensure consistent, high-quality tracking tools are available for frontline health workers while adhering to provincial preferential procurement policies.

Scope

The scope encompasses the manufacturing, supply, and delivery of four distinct register types, totaling 1,100 units:

• Daily Trackers: 800 units
• Monthly Active Registers: 100 units
• Tracking Registers: 100 units
• Community Track Registers: 800 units

All goods must be delivered to the designated Harry Gwala Health facility in Ixopo, KwaZulu-Natal. The contract is strictly once-off, with quotations valid for 90 days. Delivery costs must be fully inclusive in the quoted price.

Technical Requirements

Bidders must supply new, unused products that comply with the following detailed specifications:

• Daily Tracker: A4 landscape orientation, 60 pages printed back-to-back in full colour, 160gsm cover featuring the coat of arms and title in full colour, packaged in boxes.
• Monthly Activity Register: A4 landscape orientation, 30 pages printed back-to-back in full colour, 160gsm cover with coat of arms and title, packaged in boxes.
• Tracing Register: 205mm x 425mm landscape format, 122 pages including end sheets, sewn and fully bound case binding, grey chip stock cover (1200mic), white cartridge paper, cloth binding, gold foil detailing, and black text throughout.
• Community Track Register: A4 size (297x210 mm), 60 pages back-to-back (30 sheets), front and back covers protected by clear acetate dust covers, 160gsm cover with coat of arms and title.

Additional technical conditions require all items to be South African-owned, compliant with relevant quality standards, and possessing a minimum shelf life of six months upon delivery. The procuring authority reserves the right to request physical samples from the highest-scoring bidders for verification.

Skills Requirements

No specialized professional certifications or technical qualifications are explicitly mandated. However, suppliers must demonstrate operational competence in commercial printing, bookbinding, and quality assurance processes. Essential capabilities include:

• Proven capacity to manufacture or source custom-printed registers meeting precise dimensional, material, and binding specifications.
• Logistical planning skills to ensure timely, cost-inclusive delivery to the specified destination.
• Administrative proficiency to compile and submit mandatory compliance documentation, including CIPC registration, Central Supplier Database (CSD) verification, and SARS tax clearance status.

Notes on Unusual or Complicated Terms

• WBPHCOT: Stands for Ward-Based Primary Health Care Outreach Team. These registers serve as standardized data collection tools for tracking patient visits, community health interventions, and outreach activities.
• 80/20 Preference Point System: A standard South African public procurement evaluation framework allocating 80 points to competitive pricing and 20 points to socio-economic transformation goals (specifically rewarding South African-owned enterprises).
• SBD Forms: Standard Bidding Documents required for disclosing conflicts of interest (SBD 4) and claiming preference points (SBD 6.1). Failure to submit completed forms results in automatic disqualification.
• Performance Security & Penalty Clauses: Standard contractual provisions requiring financial guarantees against non-performance and applying daily deductions calculated at the current prime interest rate for delayed deliveries.