Objectives

The primary objective of this quotation is to secure a reliable, compliant, and cost-effective one-off supply of standardized out-patient continuation sheets to RK Khan Hospital. The procurement supports routine clinical record-keeping while adhering to the KwaZulu-Natal Department of Health's supply chain management policies and preferential procurement frameworks.

Scope

The scope covers the complete manufacturing, packaging, and delivery of 500 packets of out-patient continuation forms to the hospital's designated location. The contract is strictly non-recurring. Successful suppliers will manage end-to-end logistics, ensure strict compliance with technical specifications, and fulfill all statutory procurement obligations, including warranty provisions, performance guarantees, and penalty clauses for non-compliance or delays.

Technical Requirements

• Quantity & Packaging: 500 packets total, with 250 individual sheets per packet.
• Dimensions & Material: Standard A4 format (210mm x 297mm) printed on white 60gsm paper.
• Printing & Layout: Double-sided black ink printing, tumbled orientation, with all text strictly in English.
• Physical Configuration: Two-hole punched for filing; front cover must display clear labelling indicating contents and the catalogue/item number.
• Quality & Condition: Products must be brand new, unused, and possess a minimum shelf-life validity of six months from the date of delivery.
• Submission Format: Official quotation forms must be completed without alteration, signed manually, and submitted physically in sealed envelopes to the designated tender box before the closing deadline. Electronic, faxed, or late submissions are automatically disqualified.

Skills Requirements

No specialized academic or professional certifications are mandated. Bidders must, however, demonstrate proven operational capacity in commercial offset/digital printing, quality assurance, bulk packaging, and regional logistics. Familiarity with South African public sector compliance protocols—including Central Suppliers Database (CSD) registration, SARS tax clearance validation, and preferential procurement reporting—is essential for bid readiness and contract execution.

Key Contractual & Procurement Terms

• 80/20 Preference Point System: An evaluation model where 80 points are awarded for competitive pricing and 20 points for socio-economic transformation goals (specifically, companies that are at least 51% Black-owned).
• CSD Registration: A mandatory National Treasury registry that verifies a supplier's legal standing, tax compliance, and banking details before contract award.
• SBD 4 Disclosure: A statutory declaration requiring bidders to reveal any personal, familial, or business relationships with public officials to prevent conflicts of interest and ensure transparency.
• Prime Interest Rate Penalty: A daily financial deduction applied to delayed deliveries, calculated using the prevailing commercial bank prime lending rate until actual delivery is completed.
• Warranty Period: A twelve-month defect liability period commencing upon delivery acceptance, or eighteen months from shipment, whichever expires first.
• Termination & Restriction Clauses: The department may cancel contracts for default, fraud, or non-performance and may temporarily bar offending suppliers from future public sector engagements for up to ten years.