Objectives

The primary objective of this tender is to secure a once-off supply of 90 standardized clinical documentation registers for RK Khan Hospital under the KwaZulu-Natal Department of Health. The procurement aims to equip primary healthcare staff with compliant, up-to-date recording tools that align with the province's latest data collection protocols, ensuring accurate patient tracking and service delivery monitoring.

Scope

• Product: Supply of 90 units of PHC Comprehensive Tick Registers.
• Delivery Destination: RK Khan Hospital, KwaZulu-Natal.
• Contract Duration: Once-off delivery with a 90-day quotation validity period.
• Submission Protocol: Quotations must be physically dropped in a sealed envelope into the designated tender box at the hospital's main entrance gate. Electronic submissions via email or fax are strictly prohibited.
• Mandatory Documentation: Bidders must provide a valid BBBEE certificate, a sworn affidavit/certificate, proof of Central Suppliers Database (CSD) registration, tax compliance verification, and a completed SBD 6.1 preference claim form.
• Evaluation Framework: An 80/20 preferential procurement model applies, allocating 80 points to price competitiveness and 20 points specifically to enterprises owned by youth.

Technical Requirements

Bidders must strictly conform to the following manufacturing and formatting specifications:

• Version Compliance: PHC Comprehensive Tick Register National and Provincial Data Elements Version 1.0 of 2025. Bidders must acknowledge that data fields have been updated from previous iterations.
• Physical Dimensions: A2 format measuring 520mm x 297mm.
• Capacity: 300 pages per register.
• Paper & Ink: Printed entirely in black ink on 75gsm white board stock.
• Binding Method: Buckram collation combined with stapling.
• Cover Finish: 250gsm glossy material.
• Page Layout: Back-to-back printing with sequential numbering positioned exclusively on the right-hand side of each single page.
• Quality & Condition: All items must be brand new, unused, and possess a minimum shelf-life validity of six months upon delivery. The procuring entity reserves the right to request physical samples for specification verification.

Explanation of Unusual Terms: The SANAS logo requirement mandates that the printing facility or manufacturer holds accreditation from the South African National Accreditation System, confirming adherence to rigorous quality management and testing standards. The PHC Comprehensive Tick Register Version 1.0 of 2025 is a standardized clinical logbook used across KwaZulu-Natal primary care clinics to record patient encounters, immunizations, chronic disease management, and provincial health metrics according to newly revised data element guidelines.

Skills Requirements

No specialized professional licenses are explicitly required, but bidders must demonstrate the following operational competencies to successfully execute the contract:

• Large-Format Printing & Finishing: Proven capability to produce high-volume, custom-sized registers with precise paper weights, back-to-back alignment, buckram binding, and glossy cover application.
• Logistics & Distribution: Efficient supply chain management to coordinate production scheduling, secure transportation, and timely delivery to the designated hospital facility.
• Public Sector Procurement Compliance: Familiarity with government bidding procedures, including accurate completion of official quotation forms, CSD verification processes, tax clearance validation, and BBBEE/SBD documentation submission.
• Quality Control: Internal inspection protocols to verify that all printed registers match the exact 2025 data layout, page numbering sequence, and physical specifications prior to dispatch.