Objectives

The primary objective is to procure, supply, and install an online continuous temperature monitoring system for the pharmacy department at St Andrews Hospital. The initiative aims to safeguard pharmaceutical integrity by ensuring real-time environmental tracking, automated compliance alerts, and reliable data logging for cold-chain and ambient storage conditions.

Scope

The contract encompasses the end-to-end supply, delivery, installation, and commissioning of a digital temperature monitoring solution. Coverage includes hardware deployment across three critical zones: one walk-in cold room, medicine refrigeration units, and general pharmacy rooms. The scope extends to a twenty-four-month software subscription, ongoing technical support, manufacturer warranty, and monthly SMS data allowances for alert transmission. The agreement is once-off, requiring full delivery and installation at the hospital pharmacy within the bidder’s quoted timeframe.

Technical Requirements

• Sensor Deployment: One probe/node for the walk-in cold room, two probes/nodes for medicine fridges, and two probes for room temperature monitoring.
• Real-Time Tracking & Reporting: Continuous temperature logging with graphical linear reports and a live device status dashboard.
• Automated Alert System: Instant warnings triggered when temperatures breach safe thresholds (above 2–8°C for cold chain and above 25°C for room temperature). Notifications must route via SMS, WhatsApp, and email to two designated contacts.
• Data Management Platform: An interactive web portal enabling users to monitor live readings and export historical data in Excel, Word, and PDF formats.
• Connectivity & Subscriptions: Integration of Wi-Fi connectivity and a monthly SMS bundle (100 credits). A twenty-four-month subscription and comprehensive warranty must be included.
• Product Standards: All equipment must be new, unused, compliant with applicable South African standards, and valid for a minimum of six months upon delivery. Expired or refurbished goods are strictly prohibited.

Skills and Compliance Requirements

• Technical Competence: Bidders must demonstrate proven experience in deploying IoT-based environmental monitoring systems, including network configuration, sensor calibration, database integration, and end-user training for clinical and pharmacy staff.
• Administrative Compliance: Submission of a fully completed Standard Quotation Document, Official Price Page, SBD 4 Declaration of Interest, General Conditions of Contract, and SBD 6.1 Preference Points Claim Form. Mandatory supporting documents include a valid B-BBEE verification certificate or sworn affidavit, Central Supplier Database (CSD) compliance report, SARS tax clearance, and company registration (CK) documents.
• Evaluation Framework: The quotation will be assessed using a structured four-phase compliance process followed by an 80/20 scoring model. Eighty percent of points are allocated to price competitiveness, while twenty percent are reserved for specific socio-economic transformation goals.
• Commercial Terms: Firm, all-inclusive pricing is mandatory, covering delivery, installation, and VAT where applicable. The successful supplier must adhere strictly to the quoted delivery schedule and maintain a twenty-four-month warranty covering hardware defects and software functionality.

Explanation of Key Terms

Online Continuous Temperature Monitoring System: An Internet-of-Things (IoT) solution that uses wireless sensors to track environmental conditions in real time. Data is transmitted to a cloud-based web dashboard where users can view live readings, generate compliance graphs, and receive instant push notifications (SMS/WhatsApp/email) when temperatures deviate from regulated pharmaceutical ranges.

80/20 Preference Point System: A standard South African public procurement evaluation model. Eighty percent of the total score is determined by the lowest acceptable price, while twenty percent is awarded for meeting specific transformation targets. In this tender, full points are granted to enterprises that are at least 51% owned by Black people, verified through CIPC or CSD documentation.