Objectives

The primary objective of this tender is to secure a reliable supplier for the provision of standardized tuberculosis treatment record books to support patient management, continuity of care, and clinical tracking within the Ugu District Office, Department of Health, KwaZulu-Natal.

Scope

The procurement covers a once-off supply of 40,000 units of blue TB treatment record cards. The contract requires complete delivery of all goods to the designated district office location. Quotations remain valid for 90 days, and the successful bidder assumes full responsibility for timely delivery, quality assurance, and strict adherence to the General and Special Conditions of Contract.

Technical Requirements

• Physical Specifications: Each record card must contain 4 pages, sized A3 (297 x 420 mm). The exterior cover must be blue litho board (200gsm), while interior pages must use white bond paper (80gsm).
• Printing & Binding: Interior pages require double-sided black printing. Covers must be single-color printed on both sides. Binding must utilize a vertical score line and side stitching.
• Packaging & Volume: Goods must be supplied in packs of 100 units, aggregating to 40,000 total units.
• Quality & Shelf Life: All items must be brand new, unused, and possess a minimum remaining validity of six months upon delivery. Products must align with applicable South African National Standards (SANS/SABS).
• Sample Verification: Physical prototypes must be submitted prior to mass production. The institution will formally request samples from the top three scoring bidders for compliance testing.

Skills & Experience Requirements

• Proven Healthcare Delivery: Bidders must demonstrate prior successful supply to public or private health facilities, substantiated by verifiable order confirmations and delivery notes.
• Regulatory & Manufacturing Capability: Suppliers should possess relevant manufacturing or distribution authorization from the South African Health Products Regulatory Authority (SAHPRA) where applicable, alongside proven capacity to handle high-volume, precision-printed medical documentation.
• Operational & Financial Capacity: Demonstrated ability to finance, produce, and logistics large-scale orders within stipulated timeframes without quality degradation.
• Administrative Compliance: Full readiness to submit mandatory documentation, including Central Supplier Database (CSD) reports, B-BBEE certificates or sworn affidavits, CIPC registration, and valid tax clearance credentials.

Key Terms & Unusual Requirements

80/20 Preference Point System: Evaluation allocates 80% of scoring weight to price competitiveness and 20% to specific socio-economic goals, exclusively favoring South African-owned enterprises. Points are granted only upon submission of verified proof of local ownership.

Performance Security: Within 30 days of contract award, the successful supplier must provide a financial guarantee (e.g., irrevocable bank guarantee or certified cheque). This secures履约 obligations and compensates the purchaser for losses resulting from non-performance.

Anti-Collusion & Cover-Quoting Prohibition: Strict regulations forbid multiple affiliated entities from submitting competing quotes for identical items. Violation triggers immediate disqualification and potential exclusion from public sector contracts for up to ten years.

Mandatory Sample Submission: Unlike typical goods procurements, physical product samples are compulsory for shortlisted bidders. Failure to provide compliant samples when formally requested results in automatic rejection, irrespective of pricing or administrative completeness.