Objectives

The primary objective is to procure standardized tracking registers to support community-level healthcare outreach initiatives. These registers will serve as essential administrative tools for capturing, monitoring, and reporting activities conducted by Community Health Workers and Outreach Teams across designated wards.

Scope

The procurement encompasses the supply and delivery of 520 units of Ward Based Primary Healthcare Outreach Team Tracing Registers (Version 2024) to Port Shepstone Hospital. The contract is once-off, requiring delivery during specified office hours (excluding weekends and public holidays). Bidders must provide firm pricing valid for 90 days, with all transportation and delivery costs fully included in the quoted amount.

Technical Requirements

• Dimensions & Format: A4 landscape orientation, comprising 34 pages total, including covers.
• Covers: Transparent PVC (150-micron) front and back secured with wire or steel binding. The front cover must feature white and green ink printing displaying both the National Department of Health and NDP 2030 logos. Covers must be fabricated from 160gsm cardboard.
• Inner Pages: 80gsm white bond paper, printed entirely in black ink.
• Binding: Heavy-duty binding to ensure structural integrity and prevent page detachment during frequent field use.
• Labeling & Traceability: Each unit or container must clearly display Lot/Reference/Batch numbers, manufacturing and expiry dates, and full manufacturer/company contact details. Bidders must explicitly state the product shelf life.
• Quality Assurance: Products must meet recognized South African quality standards, with official certification documentation submitted alongside the quotation.
• Samples: Physical samples are mandatory for technical evaluation. Opened or used samples will not be returned; unopened samples must be collected within three working days post-evaluation.

Skills, Capacity, and Compliance Requirements

Bidders must demonstrate operational readiness and regulatory adherence through the following:

• Valid CIPC company registration documents.
• Current BBBEE status verification certificate or sworn affidavit (for EMEs/QSEs).
• Active Central Supplier Database (CSD) compliance report.
• Official SABS/SANS certification proving product quality compliance.
• SAHPRA licence authorizing the manufacture, wholesale, or distribution of health-related products.
• Documented proof of prior delivery experience, including at least one valid purchase order and delivery note from a private or public health facility.
• Logistical capacity to execute timely delivery and handle strict documentation protocols.

Key Contractual and Procurement Terms

The tender incorporates several standard yet critical procurement frameworks:

• Preferential Procurement (80/20 System): An evaluation methodology where 80 points are allocated to price competitiveness and 20 points to socio-economic goals. Full points are reserved to promote South African-owned enterprises.
• Anti-Collusion & Cover-Quoting Prohibition: Submitting multiple quotations through affiliated or linked companies to artificially influence pricing is strictly prohibited. Violations result in immediate disqualification and potential legal action.
• Delay Penalties: Late deliveries incur financial penalties calculated daily at the prevailing prime interest rate. Repeated non-performance may lead to contract termination and supplier debarment from public sector contracts for up to ten years.
• Warranty & Defect Liability: All supplied goods must be brand new, unused, and free from manufacturing or design flaws. A twelve-month warranty applies from the date of delivery acceptance, covering repairs or replacements at the supplier’s expense.