Objectives

The primary objective of this tender is to procure standardized, durable daily activity trackers for Ward-Based Primary Healthcare Outreach Teams. These tools are intended to systematically capture, monitor, and report all community-level health interventions delivered by Community Health Workers (CHWs) and Outreach Teams, thereby improving data accuracy, service tracking, and accountability within the provincial health system.

Scope

The procurement covers the supply and delivery of 520 units of the specified activity trackers to the Port Shepstone Hospital Supply Chain Management Department. This is a once-off contract. Deliveries must be made during official operating hours (07:30 to 15:00), excluding weekends and public holidays. All transportation and logistics costs must be factored into the quoted price.

Technical Requirements

Bidders must strictly conform to the following physical and quality specifications:

• Format & Dimensions: A4 landscape orientation, consisting of 34 pages total (including covers).
• Covers: Transparent PVC (150-micron) front and back with steel or wire binding. Outer covers must be 160gsm cardboard, printed in white and green ink displaying the National Department of Health and NDP 2030 logos.
• Inner Pages: 80 GSM white bond paper, printed entirely in black ink.
• Binding: Heavy-duty construction ensuring pages remain securely fastened and do not detach during routine field use.
• Packaging & Labelling: Each unit/container must clearly indicate lot/reference/batch numbers, manufacturing and expiry dates, and full manufacturer/company contact details.
• Quality Standards: Products must meet SABS/SANS specifications, with valid certification documentation submitted with the quotation.
• Shelf Life: Minimum six-month validity upon delivery; bidders must explicitly state the product's shelf life.
• Samples: Physical samples are mandatory for pre-award verification against specifications.

Clarification on Unusual Requirement: The tender mandates a valid licence from the South African Health Products Regulatory Authority (SAHPRA) for manufacturers or distributors. While typically associated with medical devices, this reflects the KwaZulu-Natal Department of Health's standard regulatory protocol for all health-sector materials, ensuring traceability and compliance.

Skills & Capability Requirements

Bidders must demonstrate operational readiness and compliance through the following capabilities:

• Proven Delivery Experience: Submission of at least one valid purchase order and corresponding delivery note from a public or private health facility to verify past performance.
• Regulatory & Administrative Compliance: Active CIPC registration, verified Central Supplier Database (CSD) profile, current B-BBEE certificate or sworn affidavit, and compliant SARS tax clearance status.
• Logistical & Timeline Management: Ability to commit to a clear delivery period post-order, with systems in place to avoid delays that trigger penalty deductions calculated at the prevailing prime interest rate.
• Evaluation Process Navigation: Capacity to pass a strict four-stage compliance assessment (administrative, capacity, specification, and pricing/preference). Non-compliance at any stage results in automatic disqualification.

Clarification on Procurement Model: The evaluation follows an 80/20 preference point system. Eighty percent of scoring is based on price competitiveness, while twenty percent is allocated to socio-economic transformation goals, specifically favouring fully South African-owned enterprises. Bidders must provide verifiable proof to claim these points; failure to submit documentation results in zero allocation for this category without disqualifying the bid.