Tender Summary: Woods Lamp Supply

Objectives

The primary objective is to procure one (1) new Wood’s Lamp (skin analyser) for diagnostic use at Dr Pixley Ka Isaka Seme Memorial Hospital. The device aims to facilitate the detection of fluorescence in skin tissue for identifying inconspicuous lesions, pigment changes, actinic keratoses, and superficial basal cell carcinomas, while supporting photodynamic therapy (PDT) procedures.

Scope

The procurement encompasses the supply, delivery, installation, commissioning, and initial training of the requested unit. The scope includes:

• Provision of a complete starter pack with essential accessories and disposables for immediate clinical operation.
• Delivery of comprehensive user, service, and calibration manuals in both physical and digital formats.
• A minimum twenty-four (24) month warranty covering all labour, spares, travel, and regulatory testing costs.
• Ongoing technical support, software updates, and a ten-year spare parts availability commitment.
• Compliance with preferential procurement regulations, utilising an eighty/twenty point evaluation system that allocates twenty points to promote South African-owned enterprises.

Note: The eighty/twenty preference point system is a standard South African public procurement framework where eighty percent of evaluation points are awarded based on price competitiveness, and twenty percent are allocated for specific socio-economic goals, such as enterprise ownership demographics.

Technical Requirements

Bidders must supply a modern, portable diagnostic device meeting the following specifications:

• Light Source & Spectrum: UVA black light at 365 nm using a durable LED system.
• Power & Operation: Compatible with 100V–230V, 50Hz/60Hz power supplies, consuming approximately 28VA. Must feature rechargeable lithium-ion batteries with USB-C charging for portability.
• Physical Specifications: Height 286mm, Width 129mm, Depth 44mm, Weight 418g. Removable attachments for easy cleaning.
• Optical & Functional Features: Integrated 3x precision magnifying lens, smartphone holder for clinical imaging, glare shield, and black drapes to block ambient light.
• Safety & Compliance: CE certified, compliant with IEC 60601-1 and IEC 60601-1-2 medical electrical equipment standards, electromagnetic interference protected, and fitted with a hospital-grade, SANs colour-coded mains cable (minimum three metres, 15A plug).
• Regulatory Approvals: Must hold valid registration with the South African Health Products Regulatory Authority (SAHPRA). A Radiation Control licence number must be provided, or proof confirming the device does not require one.
• Documentation & Software: Submission of original service/repair manuals containing fault-finding guides, circuit diagrams, PCB layouts, and calibration data. All necessary calibration and troubleshooting software must be supplied at no additional cost.
• Service Infrastructure: Establishment of a local KwaZulu-Natal service facility capable of responding within twenty-four hours. Technicians must be original equipment manufacturer trained. A loan unit must be provided if the main device is removed for repairs.

Note: IEC 60601-1 and IEC 60601-1-2 are international safety standards governing the basic safety and essential performance of medical electrical equipment and its electromagnetic compatibility. SAHPRA is the national regulatory body responsible for ensuring medical devices meet safety, quality, and efficacy standards before distribution in South Africa.

Skills Requirements

The successful bidder must demonstrate technical and operational capabilities beyond mere product supply:

• Advanced Technical Training: Provision of comprehensive, hands-on training for institutional health technology technicians. Training must cover calibration, maintenance, servicing, and repair down to printed circuit board (PCB) level, equivalent to manufacturer factory training. A formal Certificate of Competency must be issued upon completion within three months of delivery.
• Clinical & Operational Demonstrations: Conducting practical demonstrations for end-user clinical staff and in-house health technology personnel to ensure familiarity with the device during the test and acceptance phase.
• Localised Maintenance Expertise: Employment of OEM-certified technicians with proven experience in medical diagnostic equipment repair and calibration. Bidders must disclose technician-to-equipment ratios and confirm rapid response capabilities.
• Lifecycle Management: Capability to manage long-term product support, including timely software/hardware upgrades, virus removal, recall notifications, and continuous technical advisory services throughout the equipment’s operational lifespan.