Supply and delivery of colour-coded patient files for city of tshwane primary healthcare clinics (3-Year contract)

Technical enquiries: Nadine Roberts (012 358 8644 or [email protected]). Supply Chain enquiries: Ipfi Davhana (012 358 2994 or [email protected]). Submission address: Procurement Advice Centre, C De Wet Centre, 175 Es’kia Mphahlele Drive, Pretoria West, 0183. General City of Tshwane contact: 012 358 9999.

Submit bids in a sealed envelope with correct identification details to the tender box at: Procurement Advice Centre, C De Wet Centre, 175 Es’kia Mphahlele Drive, Pretoria West, 0183 by 10:00 on 25 June 2021. Late bids will not be accepted. Required returnable documents: MBD 1 (Invitation to Bid), MBD 3.1 (Firm Pricing Schedule), MBD 3.2 (Non-Firm Pricing Schedule), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 7.1 (Contract Form), MBD 8 (Declaration of Past SCM Practice), MBD 9 (Certificate of Independent Bid Determination), Company Registration Certificate, Rates/Taxes or Lease Agreement, Clearance Certificate or Unique PIN, B-BBEE Certificate, CSD Summary Report. Disqualification risks: pencil-completed documents, missing pages, post-closing submissions, influence attempts, bid defaulter listing, state employee conflicts, or failure to sign the Certificate of Independent Bid Determination.

Evaluation occurs in three stages: 1) Administrative Compliance: All bids checked against returnable documents. 2) Mandatory Requirements: Submit 2 file samples (1 lateral colour-coded, 1 top-tab colour-coded) adhering to specifications, plus proof of similar past work (signed reference letter/contract). 3) Preference Point System: 80/20 split (80 points for price, 20 points for B-BBEE status). B-BBEE certificate (or sworn affidavit for EMEs/QSEs) must be submitted to claim points. Highest total points wins. Ties broken by highest B-BBEE points. City reserves right to negotiate market-related prices with top scorers or cancel if no agreement is reached.

Supply and deliver patient files for City of Tshwane primary healthcare clinics as and when required over 3 years. Files must include: Lateral colour-coded files (375mm x 478mm, Buff Tokai 240gsm, round edges, 2x self-adhesive fasteners, printed patient info area, permanent water-resistant labels, colour sequence per department standards, database tracking to prevent duplicates). Top-tab colour-coded files (470mm x 310mm, 70mm flaps, Buff Tokai 240gsm, round edges, 2x self-adhesive fasteners, printed patient info area, permanent water-resistant labels, left-to-right numbering). Delivery: Within 10 working days of instruction, using own transport. Delivery point: Sammy Marks Building, c/o Madiba and Sisulu Streets, Pretoria Central. Boxes must be indexed by clinic name and number sequence. Penalties apply for damaged files per Service Level Agreement.

Pricing schedule must include: Lateral colour-coded files (per box of 100), Top-tab colour-coded files (per box of 100), Re-printing of labels (per request for lateral/top-tab files). Submit Sub-Total (excluding VAT), VAT, and Grand Total (inclusive of VAT). Only firm prices accepted. All delivery costs must be included in bid price. Validity period: 90 days post-closing. City reserves right to conduct market analysis and negotiate prices with top scorers.

Mandatory: CSD registration with valid CSD number. Tax Compliance: Submit TCS Certificate or Unique PIN (via eFiling or printed). For consortia/joint ventures, each party must submit separate TCS/PIN/CSD. B-BBEE: Submit certified B-BBEE Level Rating Certificate (or sworn affidavit for EMEs/QSEs) to claim 20 preference points. Additional returnables: Company Registration Certificate, Rates/Taxes or Lease Agreement, Clearance Certificate, Declaration of Interest (MBD 4), Past SCM Practice Declaration (MBD 8), Independent Bid Determination Certificate (MBD 9). No bids accepted from state employees or those listed on the Register of Bid Defaulters.