Objectives

The primary objective is to procure durable, high-quality manuscript counter books for administrative and clinical record-keeping at RK Khan Hospital. The procurement seeks to secure reliable, cost-effective supplies while advancing transformational economic targets by awarding preference points to youth-owned enterprises under the Preferential Procurement Policy Framework Act.

Scope

The scope encompasses a once-off supply and delivery of manuscript books in two specified variants to the hospital's designated premises. The contract covers product manufacturing/sourcing, secure packaging, transportation, and handover at the prescribed location. All delivery costs must be embedded in the quoted price. The contract validity period is ninety days, and the department reserves the right to accept or reject any quotation without obligation.

Technical Requirements

• Product Specifications: Supply of A4-sized counter books with pre-printed feint lines and margins. Two variants are required: 2-quire (192 pages) and 4-quire (384 pages).
• Quality & Condition: All items must be brand new, unused, and free from manufacturing defects. Expired or second-hand products are strictly prohibited. Supplied goods must have a minimum validity period of six months upon delivery.
• Packaging & Marking: Goods must be packed to withstand transit rough handling and environmental exposure. Each lot must be clearly labeled with the contract number, supplier code, and delivery date.
• Compliance Documentation: Bidders must submit a valid B-BBEE certificate, a sworn affidavit certified with the SANAS logo, Central Supplier Database (CSD) registration confirmation, and SARS tax clearance verification.
• Pricing & Contractual Terms: Prices must be firm, inclusive of VAT (if applicable), and remain unchanged throughout the contract period. The agreement is governed by the General Conditions of Contract, which impose daily penalty deductions at the current prime interest rate for delayed deliveries.

Skills Requirements

No specialized engineering or medical certifications are required. Bidders must demonstrate standard commercial and logistical competencies appropriate for stationery supply, including:

• Proven capacity to manufacture or distribute A4 manuscript books meeting exact page counts, binding standards, and pre-printing specifications.
• Logistical expertise to manage inventory, packaging, and timely delivery to a healthcare facility.
• Administrative proficiency in completing official quotation forms, preference claim schedules, and statutory declarations without altering or retyping mandatory templates.
• Financial and operational stability to fulfill a single-delivery contract and absorb potential penalty deductions for non-compliance or late performance.

Key Terms & Clarifications

• Quire: A traditional paper measurement unit. Here, a 2-quire book equals 192 pages, and a 4-quire book equals 384 pages.
• Feint & Margin: Lightly printed horizontal lines and side margins designed to guide standardized, legible record-keeping.
• SANAS Logo: Indicates the sworn affidavit must be notarized or certified by an entity accredited by the South African National Accreditation System.
• 80/20 Preference System: An evaluation model where eighty percent of scoring is allocated to price competitiveness and twenty percent to socio-economic goals (specifically youth enterprise ownership).
• Cover-Quoting: A prohibited collusive practice where multiple affiliated entities submit competing bids to manipulate pricing or guarantee a win, resulting in automatic disqualification.
• Domicilium Citandi Et Executandus: A legal term referring to the chosen physical address for official service of notices and legal correspondence during the contract period.