Objectives

The primary objective is to procure and deliver a single batch of high-quality outpatient record folders to RK Khan Hospital, ensuring strict adherence to provincial health specifications, quality assurance standards, and South African public procurement regulations.

Scope

The contract encompasses the complete supply, packaging, and delivery of 200 units of outpatient record folders. This is a once-off quotation with a 90-day price validity period. All delivery and logistics costs must be factored into the quoted price, with final handover occurring at the designated hospital tender collection point. The evaluation follows an 80/20 preferential procurement framework.

Technical Requirements

• Dimensions & Material: 297 mm × 535 mm, manufactured from buff Tokai board at 240 gsm (mil tinted).
• Colour & Printing: Yellow base colour; double-sided printing in black ink, exclusively in English.
• Construction: Scored twice at 203 mm and 424 mm from the left-hand edge. Pre-folded assembly is prohibited.
• Punch Configuration: Three-hole punch layout, with two holes positioned equidistant from the top border and centre fold.
• Labelling & Packaging: Front cover must clearly display contents and the catalogue/item number. Packaged in batches of 250 units per packet.
• Certification: Products must bear the SANAS logo. Bidders must submit a valid BBBEE certificate and a sworn affidavit.

Skills & Operational Requirements

Bidders must demonstrate proven manufacturing or supply chain capability for compliant stationery products, including rigorous quality control processes aligned with national accreditation standards. Suppliers require logistical capacity to guarantee timely delivery, financial stability to honour warranty obligations, and administrative proficiency to compile mandatory compliance documentation (Central Supplier Database registration, SARS tax clearance, SBD declaration forms, and preference point claims). Familiarity with government supply chain management protocols is essential.

Notable Terms & Clarifications

• SANAS Logo Requirement: Mandates that the manufacturing or testing laboratory holds accreditation from the South African National Accreditation System, verifying that production meets nationally recognised quality benchmarks.
• Preferential Procurement (80/20 System): Allocates 20 out of 100 evaluation points to companies with at least 51% Black ownership. Claiming these points requires completed SBD 6.1 documentation.
• Delay Penalties: Late delivery triggers financial deductions calculated daily using the prevailing prime interest rate until actual performance is achieved.
• Warranty Period: Covers defects for twelve months post-acceptance or eighteen months from shipment, whichever expires first.
• Anti-Collusion & Restriction Clauses: Strict disclosure of interest is mandatory. Fraudulent bidding, restrictive practices, or contract default may result in immediate termination and a prohibition from public sector contracts for up to ten years.