Objectives

The primary objective of this tender is to secure a reliable supplier capable of delivering a one-off batch of custom-manufactured outpatient health record folders to support clinical and administrative record-keeping operations at King Dinuzulu Hospital Complex.

Scope

• Supply 80 packets of outpatient health record folders, with each packet containing 250 units (total: 20,000 folders).
• Deliver all goods directly to the hospital premises in accordance with specified packaging and dispatch protocols.
• Execute a single-delivery contract with a quotation validity period of 90 days.
• Provide a physical product sample for evaluation prior to contract award.

Technical Requirements

• Dimensions: 297mm x 535mm.
• Material & Printing: Black ink printed on both sides using 220gsm litho board finished in a maize colour.
• Pre-press & Finishing: Vendor responsible for design layout; folders must undergo precision die-cutting and trimming.
• Packaging: Folders must be bundled in groups of 250, securely strapped, and labelled for hospital receipt.
• Quality & Shelf Life: All items must be brand new, unused, and retain a minimum validity period of six months upon delivery.
• Compliance Verification: Bidders must formally confirm specification adherence; failure to do so results in disqualification.

Skills Requirements

Bidders must demonstrate proven operational capacity in high-volume custom stationery production and public-sector logistics. Essential competencies include:

• Expertise in offset/lithographic printing, pre-press design, and precision die-cutting to exact dimensional tolerances.
• Experience in bulk packaging, strapping, and coordinated delivery schedules suitable for healthcare facilities.
• Documented track record of supplying comparable goods to government entities, supported by verifiable order history and delivery proofs.
• Robust quality assurance systems to guarantee uniformity across large production runs and compliance with material specifications.

Key Procurement & Contractual Terms

Preference Points System: Evaluation utilises an 80/20 split, allocating 80 points to price competitiveness and 20 points to socio-economic development goals. The full 20 points are reserved for youth-owned enterprises, requiring valid B-BBEE certificates, CIPC registration documents, and Central Supplier Database (CSD) verification.

Mandatory Documentation: Offers must include all prescribed returnable forms (SBD 4, GCC, SCC, SBD 6.1), certified identity copies, CSD reports, and B-BBEE proof. Incomplete submissions are automatically deemed non-responsive.

Penalties & Termination: Late deliveries incur daily financial penalties calculated at the prime interest rate. The department may terminate contracts for default, claim damages, or impose procurement bans of up to ten years for fraud, corruption, or cover-quoting.

Clarification of Technical & Procurement Terms: Litho board refers to paper produced via lithographic printing, valued for its smooth surface and durability. Maize finish indicates a pale yellow/tan hue standardised for medical documentation. Die-cut trimming ensures consistent, machine-precision edge finishing. The 80/20 preference system is a standard South African procurement model prioritising price while reserving a portion of scoring for targeted economic empowerment. Cover-quoting describes multiple bids submitted by linked entities to manipulate pricing; this practice is strictly prohibited and triggers immediate disqualification.