Objectives

The primary objective is to procure one unit of the Tympanic Genius 3 Thermometer for clinical deployment at Ngwelezane Hospital. The acquisition aims to enhance patient care by providing a reliable, non-invasive infrared temperature measurement tool while ensuring full compliance with provincial health department standards, including delivery, commissioning, warranty coverage, and technical support.

Scope

The contract encompasses the supply, delivery, installation, and commissioning of a single electronic hand-held thermometer. It includes provision of a starter pack, operating and service manuals, optional accessories pricing, and comprehensive training for clinical and biomedical staff. The agreement is a once-off arrangement with a maximum delivery period of three weeks (15 working days) from award. Quotations must remain valid for ninety days. All costs, including VAT, freight, and incidental services, must be bundled into the quoted price.

Technical Requirements

• Power & Operation: Battery-operated using non-rechargeable DC 3V (AAA batteries). A starter pack and batteries must be supplied at no extra cost.
• Performance: Fast response time of approximately two seconds, measurement range of 34°C to 42°C, automatic shut-off after one minute of inactivity, and internal memory storing at least thirty-two readings.
• Display & Design: Liquid crystal display showing temperatures in degrees Celsius; lightweight, handheld, robust, and ergonomically designed for clinical use.
• Compliance & Certification: Must adhere to SANS standards where applicable. Equipment requiring radiation control licensing must submit a valid licence; otherwise, CE approval and marking are mandatory.
• Documentation: Submission of original manufacturer appointment letters, OEM technician training proof, complete user and service manuals (including circuit diagrams, calibration guides, and exploded part views), and a priced schedule of optional accessories.
• Warranty & Maintenance: Minimum twelve-month warranty commencing upon successful commissioning. Coverage must include all spare parts, labour, travel, routine maintenance, and Radiation Control Board QA testing. Equipment downtime automatically extends the warranty period on a day-for-day basis.

Skills Requirements

While explicit personnel qualifications are not listed, the tender mandates demonstrable technical and service capabilities:

• The bidder must be an authorised sole agent or joint venture partner of the original equipment manufacturer.
• A fully established service and repair facility within KwaZulu-Natal is required, staffed by technicians certified by the OEM.
• Successful suppliers must deliver hands-on, PCB-level calibration, maintenance, and repair training to the hospital’s biomedical technicians, matching factory-standard training quality.
• Ongoing training for end-users and technical staff must be provided at no additional cost throughout the warranty period.
• Suppliers must hold a valid licence issued by the South African Health Products Regulatory Authority (SAHPRA) authorising the manufacture, wholesaling, or distribution of medical devices.

Key Terms & Unusual Requirements

• HTS Specification E60A: A standard provincial health technology framework dictating strict compliance for electronic medical equipment, including OEM authorisation, local service infrastructure, radiation safety certification, and comprehensive documentation.
• 80/20 Preference Point System: Evaluation allocates eighty points for price competitiveness and twenty points for specific socio-economic goals, specifically favouring South African-owned enterprises. Proof of ownership and BBBEE status must be submitted.
• Mandatory SAHPRA Licensing: Companies dealing in medical devices must provide current regulatory authorisation; failure to do so results in immediate disqualification.
• Downtime Warranty Extension: Any period the device is non-functional during the warranty term automatically extends the guarantee period by the same number of days.
• Anti-Collusion & Cover-Quoting Prohibition: Submitting multiple quotations through related entities constitutes cover-quoting, a fraudulent practice that triggers immediate disqualification and potential sector-wide restrictions.
• Strict Administrative Compliance: Failure to submit any mandatory returnable documents (SBD forms, CSD verification, SAHPRA licence, completed HTS specification) renders the quotation non-responsive.