Objectives

The primary objective of this quotation is to procure a reliable supply of clear card holders for Umphumulo Hospital to support staff and visitor identification processes. The procurement seeks to achieve value for money, ensure timely delivery of compliant goods, and align with the KwaZulu-Natal Department of Health’s supply chain management framework and preferential procurement legislation.

Scope

The scope covers a once-off supply of 500 packs of clear card holders specifically designed for holding name tags. Delivery must be executed directly to Umphumulo Hospital in KwaZulu-Natal. The contract encompasses all costs related to manufacturing, packaging, transportation, and incidental delivery services. Quoted prices must remain firm for a 90-day validity period. Only brand-new, unused products with a minimum remaining shelf life of six months upon delivery will be accepted. Second-hand or expired items are strictly excluded.

Technical Requirements

• Products must match the specified design: clear plastic card holders suitable for name tags, complying with applicable South African National Standards (SANS/SABS) where referenced.
• All goods must be free from defects in design, material, or workmanship and represent the most recent models available.
• Suppliers must submit physical samples if requested during the evaluation phase; failure to provide samples when called upon results in immediate disqualification.
• Delivery schedules must be strictly adhered to. Late deliveries trigger daily financial penalties calculated at the current prime interest rate until actual delivery is completed.
• A warranty period of twelve months from acceptance or eighteen months from shipment applies, whichever occurs first, covering defect remediation at no cost to the purchaser.
• Performance security may be required within thirty days of contract award.
• Tax compliance must be verified through the Central Supplier Database (CSD), with a valid SARS PIN provided if automated verification fails.

Skills Requirements

No specialised technical or engineering skills are mandated. However, bidders must demonstrate proven operational and administrative capacity. This includes providing at least two verifiable trade references confirming successful past deliveries and payments. Suppliers must possess adequate logistical infrastructure to handle bulk packaging, coordinate timely transport to the designated hospital facility, and manage inventory effectively. Administrative competence is essential to accurately complete mandatory government procurement forms, including conflict-of-interest disclosures, preference point claims, and tax compliance declarations without altering official templates.

Unusual or Complicated Terms Explained

• 80/20 Preference Point System: Evaluation scores are allocated 80 points for price competitiveness and 20 points for socio-economic goals. Full points are granted to enterprises that are at least 51% Black-owned or those that actively employ individuals residing within the supplying municipality.
• Prime Interest Rate Penalty: Rather than a fixed late-delivery fee, the contract applies a daily financial deduction calculated using the prevailing prime lending rate, reflecting the real-time cost of capital tied up due to delays.
• SBD Forms: Standardised South African government procurement templates (SBD 4 for disclosure of personal/business interests and SBD 6.1 for preference claims) must be submitted exactly as printed. Retyping or redrafting these forms invalidates the submission.
• CSD & SARS Verification: Mandatory digital registration and tax clearance validation through national treasury systems ensures suppliers operate legally and transparently. Failure to pass verification renders a quotation non-responsive regardless of pricing or quality.