Objectives

The primary objective is to procure a single batch of high-quality pencil erasers for internal administrative and clinical support use at RK Khan Hospital under the KwaZulu-Natal Department of Health. The procurement seeks to secure cost-effective, compliant goods while advancing national transformation targets through preferential procurement policies that prioritise youth-owned enterprises.

Scope

The contract covers the once-off supply, packaging, and delivery of 500 units of pencil erasers to RK Khan Hospital. All transportation and delivery costs must be fully incorporated into the quoted price. The quotation validity period is 90 days from the closing date. Upon award, the supplier is responsible for delivering the goods within the timeframe stated in the quote, maintaining a warranty of twelve months post-delivery (or eighteen months from shipment, whichever expires first), and complying with all general and special conditions of contract.

Technical Requirements

• Dimensions: 65 mm × 23 mm × 13 mm
• Colour: White
• Packaging: Dust-free, individually wrapped in protective plastic film featuring a sliding sleeve for convenient handling
• Performance: High-grade composition ensuring excellent erasing capability without tearing or damaging paper
• Standards: Must comply with applicable South African National Standards (SANS/SABS)
• Condition: Strictly new and unused; products must retain a minimum shelf life of six months upon delivery
• Documentation: Submission of official quotation forms, valid BBBEE certificate, sworn affidavit, Central Supplier Database (CSD) registration proof, and tax compliance verification

Skills & Compliance Requirements

• Demonstrated logistics and distribution capability to guarantee timely delivery to the designated hospital location
• Proficiency in compiling and submitting mandatory public sector procurement documentation, including SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), and GCC/SCC acknowledgements
• Understanding of South African public finance and supply chain management regulations, including penalty structures for delayed delivery and termination clauses
• Ability to manage warranty claims and respond promptly to inspection or testing requests by the procuring institution

Explanation of Unusual Terms

SANAS Logo Requirement: The tender mandates that the product or its manufacturer display a SANAS (South African National Accreditation System) logo. This indicates that the item must be produced or certified by an entity accredited under ISO/IEC 17025 or similar quality management frameworks, ensuring traceability, consistent manufacturing standards, and independent verification of product quality.

80/20 Preference Point System: Evaluation uses a weighted scoring model where 80 points are allocated to price competitiveness and 20 points to specific socio-economic goals. In this instance, the full 20 points are reserved for enterprises owned by youth. Bidders must submit verified proof of youth ownership via the SBD 6.1 form; failure to do so results in zero allocation for this category, significantly impacting the final evaluation score.