Objectives

The primary objective is to establish a twelve-month supply contract for high-quality visual assistive devices to support ophthalmic and general healthcare services at Dundee Hospital. The procurement aims to ensure consistent availability of corrective eyewear, low vision aids, and related accessories while adhering to provincial health technology standards, guaranteeing patient safety, and advancing local economic participation through structured preferential procurement mechanisms.

Scope

The contract covers the supply and delivery of optical products over a twelve-month period, with incremental ordering as clinical demand arises. Quantities include single vision and bifocal spectacle sets, ready-made reading glasses, and low vision devices. The scope encompasses complete spectacle sets (frames, lenses, protective cases, cleaning cloths, and paediatric safety straps), lens coatings and tints, frame replacements, repair services, and specialized magnification equipment. All goods must be delivered directly to the hospital's designated facility, accompanied by warranty coverage, maintenance guidelines, and compliant packaging. Physical product samples are required for technical validation prior to final award consideration.

Technical Requirements

• Lenses & Optics: Supply of CR39 organic plastic, polycarbonate (paediatric use), and high refractive index lenses for strong prescriptions. Options must include clear, fixed tint, gradient tint, photochromic, and anti-reflective coatings, with prism capabilities available for complex corrections.
• Frames & Accessories: SABS-approved metal and plastic frames featuring flexible temples, accommodating diverse facial structures, pupillary distances (40–80mm), and age groups from three months upwards. All materials must be latex-free, non-toxic, and non-irritant.
• Low Vision Equipment: Provision of telescopes, stand/hand-held/dome/bar magnifiers, and mounted optical systems across specified magnification ranges, tailored for patients with severe visual impairment.
• Quality & Compliance: Products must precisely match submitted samples, retain original manufacturer packaging with full traceability (lot number, expiry date, CE marking), and meet industry safety standards. Replacement parts, tint adjustments, and maintenance kits must be quoted separately.
• Documentation: Mandatory submission of HPCSA registration certificates, Central Supplier Database (CSD) verification, tax clearance documentation, B-BBEE status proof, and fully completed standard bidding forms.

Skills & Capability Requirements

• Proven experience in manufacturing, assembling, or distributing medical-grade optical equipment within the South African healthcare sector.
• Technical expertise in optometry standards, lens edging, frame fitting, and low vision rehabilitation device calibration.
• Robust logistical and inventory management capacity to fulfill incremental orders within stipulated delivery windows without compromising product integrity.
• Administrative proficiency to navigate public procurement compliance, including preference point claims, performance security, warranty management, and sample submission protocols.
• Verified track record of delivering similar contracts to public or private health facilities, supported by documented past performance.

Key Terms & Clarifications

• HTS M71: The KwaZulu-Natal Department of Health’s standardized technical specification framework for mechanical and visual assistive medical devices, ensuring clinical relevance, ease of use, and patient safety.
• HPCSA Registration: Mandatory certification from the Health Professions Council of South Africa, verifying that the bidder operates under recognized professional optical and medical supply standards.
• 80/20 Preference Point System: A South African public procurement evaluation model allocating 80% of scoring to competitive pricing and 20% to socio-economic goals, specifically prioritizing South African-owned enterprises.
• Low Vision Devices: Specialized optical instruments designed for individuals with significant visual impairments who cannot achieve adequate correction through standard prescription eyewear. These require precise calibration and clinical compatibility.
• Sample Submission Protocol: Top-scoring bidders will be shortlisted to provide physical product samples for clinical and technical validation before final award consideration. Failure to submit compliant samples results in disqualification.