Tender Summary: Supply & Install Mobile Filing Unit

Objectives

The primary objective is the procurement of mobile filing units for the Maternity Archive Records Room at GJ Crookes Hospital. The tender seeks a supplier capable of providing, transporting, and professionally installing 20 units. The evaluation process emphasizes cost-effectiveness and socio-economic transformation, allocating 80 points to price and 20 points to specific goals favoring companies that are at least 100% owned by Black Africans.

Scope

This is a once-off contract for the supply and installation of mobile filing units. The scope encompasses:

• Supply of 20 Mobile Filing Units as per detailed specifications.
• Transportation of goods to the designated hospital location.
• Complete installation services on-site.
• All prices must be firm, inclusive of VAT, and valid for 90 days.
• Goods must be new, unused, and valid for a minimum of six months upon delivery.

Technical Requirements

Bidders must comply with the following specifications and general conditions:

Unit Specifications

Two types of units are defined in the specification:

• Single Mobile Unit: Dimensions 900mm (H) x 910mm (W) x 380mm (D). Features a 26-bay empty bulk filter configuration, one static unit (430mm depth), mobile tracks, push-pull handles, and five shelves/six openings.
• Tandem Mobile Unit: Dimensions 1900mm (H) x 1820mm (W) x 380mm (D). Features a 26-bay tandem bulk filter configuration (52 bays total), one static unit (430mm depth), mobile tracks, push-pull handles, and five shelves/six openings. Additional requirements include a carpeted base, free-standing platform weight loading, side and back solid steel construction, anti-noise rubber buffers, anti-tilt brackets, central locking mechanism, and a finish of steel epoxy powder coated cream with black handles.

General Standards

• Goods must conform to relevant SANS/SABS specifications.
• Warranty: 12 months after delivery/acceptance or 18 months from shipment, whichever occurs first.
• No second-hand or expired products will be accepted.
• Shelf load capacity: Per shelf must support 45kg UDL.

Skills Requirements

Bidders must demonstrate the following capabilities:

• Logistics and Installation: Ability to manage transport and execute precise installation of heavy-duty mobile filing systems.
• Administrative Compliance: Proficiency in submitting mandatory documentation, including Central Suppliers Database (CSD) registration, tax clearance certificates, B-BBEE verification documents, and completed SBD forms.
• Financial Stability: Capacity to provide firm pricing and adhere to payment terms.
• Quality Assurance: Capability to supply goods meeting warranty and durability standards.

Glossary of Terms

UDL

Uniformly Distributed Load. This refers to the maximum weight capacity that can be evenly distributed across the entire surface area of a shelf without causing structural failure.

Tandem

A configuration for mobile shelving where two units are designed to operate in pairs. They can be pushed together to eliminate aisles between them, maximizing storage density while minimizing floor space usage.

Bulk Filter Unit

Industry terminology likely referring to high-density file storage units designed for bulk archival records. The term may imply a robust construction suitable for storing large volumes of files efficiently.

Specific Goals

A preferential procurement mechanism where points are awarded based on social objectives. In this tender, full points are allocated to enterprises that are at least 100% owned by Black Africans.

80/20 System

An evaluation formula used for contracts valued up to R50 million. It allocates 80 points to the price offer and 20 points to specific goals, determining the final ranking of bids.