Rendering of Medical Specimen Courier Services - National Health

Returnable Documents:

4.1 Capabilities and Experience The service provider must demonstrate proven capability and relevant experience in the transportation of medical specimens, biological materials, or other hazardous substances in compliance with SANS 10231, ISO 15190, and UN3373 standards. Evidence of previous contracts or similar assignments must be provided, including details of scope, duration, and client references. The service provider must also possess adequate operational infrastructure, trained personnel, certified vehicles, and robust safety management systems to ensure continuous, compliant, and efficient service delivery. 4.2 Core Responsibilities The service provider shall be required to: a. Collect medical specimens (including routine and urgent samples) from Collection of medical clinics, hospitals, and point-of-care (POC) facilities within the City of Ekurhuleni specimens and the City of Tshwane and deliver them to designated NHLS laboratories. b. Transport specimens in compliance with biosafety and cold chain Specimen Integrity requirements, ensuring specimen integrity throughout the process. c. Deliver sample collection materials, laboratory stock, and consumables to Delivery of Materials over 250 public health facilities on scheduled routes. Adherence to Collection d. Ensure timely deliveries in line with NHLS turnaround time (TAT) standards Times and service level agreements. e. Provide reliable, well-maintained, and branded vehicles that meet NHLS Vehicle Compliance safety and operational standards. f. Ensure that all drivers and courier personnel are trained in specimen handling, Compliant Personnel biohazard management, and road safety protocols. Vehicle and Specimen g. Maintain a tracking and monitoring system for all specimen collections and Tracking deliveries to provide real-time updates and proof of delivery. h. Ensure that contingency and backup plans are in place to maintain service Contingency Plan continuity in the event of vehicle breakdowns, route disruptions, or emergencies. i. Adhere to NHLS confidentiality, data protection, and health and safety policies Adherence to SOP at all times. j. Maintain daily route logs, collection reports, and delivery confirmations for Record Keeping audit and performance evaluation purposes. Confidential of 64 RFB113/25/26: Rendering of Medical specimen courier services for the Ekurhuleni-Tshwane, Dr. George Mukhari and Steve Biko Academic routes for a period of five (5) years. 4.3 Equipment Specification The service provider shall be required to provide: Vehicle(s) that meet the following minimum load deck specifications to ensure the safe, secure, and efficient transportation of medical specimens and related materials: - L = 1,62m X W= 1,3m, H= 1,070, Total Volume = 2,26 cubic meters for a panel van Vehicle Requirements - L = 1,8m X W= 1,37m, Canopy height = 1,2m, Total Volume = 2,95 cubic meters for van with a canopy - Load deck must be fully rubberised A Smartphone with 4G/5G LTE connectivity, GPS capability, minimum 3 GB RAM, 32 GB Communication Tool storage, 4000 mAh battery, rear camera ≥ 8 MP with barcode scanning capability, Android (Mobile phone) 10+ OS, and suitable protective casing. Must support real-time communication, navigation, and scanning applications for transportation operations. The service provider shall be required to provide: 1pc Heavy-Duty Folding Hand Trolley with All-Terrain Wheels - Portable transport trolley Other Equipment designed for moving heavy or bulky items across various surfaces, including rough or uneven (Trolly) terrain 4.4 Service Coverage The service provider shall be required to allocate resources in accordance with the coverage service table below, ensuring adequate staffing, vehicle deployment, and operational capacity to meet the service delivery requirements across all designated laboratories and facilities within the Ekurhuleni-Tshwane (ET), Dr George Mukhari (DGM), and Steve Biko Academic (TAD) Business Units. Confidential of 64 RFB113/25/26: Rendering of Medical specimen courier services for the Ekurhuleni-Tshwane, Dr. George Mukhari and Steve Biko Academic routes for a period of five (5) years. 4.5 Compliance The service provider shall be required to comply with: The supplier must ensure full compliance with SANS 10231, ISO 15190, and UN3373 standards by implementing all key elements of safe transport operations. This includes maintaining proper and up-to-date documentation (e.g., TREM Cards), ensuring vehicles are correctly marked in accordance with applicable standards, adhering to approved safe loading and unloading procedures, and maintaining the capability to manage and respond effectively to emergencies in compliance with all relevant regulatory requirements. The supplier must ensure full compliance with SANS 10231, ISO 15190, and UN3373 SANS 10231, ISO standards. All drivers must hold a valid Driver’s Licence and a Professional Driving Permit 15190, and UN3373 (PrDP) endorsed for Dangerous Goods (Category D). In addition, each driver must possess a valid Training Certificate or Card as a Conveyer of Dangerous Goods by Road and must be identifiable, in accordance with the applicable legislative and safety requirements. The supplier must ensure that all vehicles are equipped with a fully stocked Hazardous Material Spill Kit in accordance with SANS 10231, ISO 15190, and UN3373 standards. In addition, each vehicle must be fitted with the correct size and type of fire extinguisher as prescribed by the relevant safety and transport regulations. 5. MANDATORY REQUIREMENTS If a bidder does not comply fully with each of the mandatory requirements, it Shall be regarded as mandatory non-performance/non-compliance and the bid Shall be disqualified. No “unanswered” questions will be allowed. If a response to a question has been indicated as comply but not elaborated upon or substantiated it shall be regarded as mandatory non- performance/non-compliance and the bid shall be disqualified. Bidders shall provide full and accurate answers to the mandatory questions posed in this document, and, where required, explicitly state either “Comply/Accept (with a “Yes”)” or “Do not comply/do not accept (with a “No”)” regarding compliance to the requirements. Bidders must substantiate their responses to all mandatory questions. PLEASE NOTE: If the response does not substantiate any of the points or requirements in the body of the tender, it will be deemed to not comply, even if the ‘Comply’ field has been marked. Please note: All documentation to substantiate the mandatory requirements has to be supplied. Confidential of 64 RFB113/25/26: Rendering of Medical specimen courier services for the Ekurhuleni-Tshwane, Dr. George Mukhari and Steve Biko Academic routes for a period of five (5) years. TECHNICAL SUITABILITY: MANDATORY REQUIREMENTS The bidder who fails to comply with the Mandatory Requirements will be disqualified. Mandatory Requirements 1. Company Profile and Experience Comply Do Not Comply The bidder must submit a detailed company profile highlighting the organization’s experience and track record in the courier and logistics industry. Substantiation: The bidder must submit a detailed company profile highlighting the organization’s experience and track record in the courier and logistics industry. The profile must include the company’s years of operation, key clients or contracts handled, scope of services provided, and evidence demonstrating the bidder’s capability to deliver reliable and compliant courier services. 2. Business Address Comply Do Not Comply The bidder must provide proof of a valid business address. Substantiation: A recent Municipal account statement not older than 3 months or an active lease agreement. 3. Operational Service Delivery Plan Comply Do Not Comply The bidder must provide a detailed operational service delivery plan describing how courier services will be rendered for the collection, transportation, and delivery of medical specimens across the Ekurhuleni-Tshwane (ET), Dr George Mukhari (DGM), and Steve Biko Academic (TAD) clusters. The plan must clearly outline routing strategies, scheduling, resource allocation, vehicle deployment, and quality assurance measures aimed at maintaining specimen integrity and improving turnaround times (TATs). Substantiation: Bidder must provide evidence of an operational strategy. 4. Contingency Plan Comply Do Not Comply The bidder must provide a comprehensive contingency plan outlining the strategies and procedures to be implemented in the event of service disruptions affecting courier operations. The plan must clearly describe response measures, alternative transport arrangements, communication protocols, escalation procedures, and timelines for service restoration to ensure continuity of operations. Substantiation: Bidder must provide evidence of contingency plan. 5. Health and Safety Plan Comply Do Not Comply The bidder must provide a comprehensive Health and Safety Plan addressing key operational risks associated with courier services. The plan must detail procedures for managing specimen spillages, vehicle theft or hijacking incidents, prevention of specimen or material loss, and other safety-related contingencies. It should also outline staff training, emergency response protocols, and compliance with relevant occupational health and safety legislation. Substantiation: Bidder must provide evidence of Health and Safety Plan. 6. Risk Management. Comply Do Not Comply The bidder must provide valid proof of Goods-in-Transit Insurance and Public Liability Insurance held during the execution of a contract Substantiation: The insurance documentation must clearly indicate the Confidential of 64 RFB113/25/26: Rendering of Medical specimen courier services for the Ekurhuleni-Tshwane, Dr. George Mukhari and Steve Biko Academic routes for a period of five (5) years. period of cover, insured amounts, and the scope of protection against loss, damage, or liability arising during the provision of courier services. 7. Transport Operations – Vehicle security tracking and tracing Comply Do Not Comply The bidder must provide verifiable evidence of vehicle tracking and tracing capabilities for the vehicles referenced in Item 2, covering a continuous period of at least three (3) months. Substantiation: The bidder must submit valid vehicle tracking system certificates and corresponding tracking reports demonstrating active monitoring and traceability of the vehicles listed. The tracking reports must cover the same period as the Proof of Delivery (POD) documents referenced in Item 2. 8. Assets verification Comply Do Not Comply The bidder must provide valid proof of ownership of vehicles or a current lease agreement for the vehicles utilized to render services on current or previous contracts. The referenced contract(s) must not be older than five (5) years. Substantiation: Assets verification: supporting documentation must include copies of ownership certificates. The lease must not be older than 5 years and must be active. 9. Proof of Service Delivery Comply Do Not Comply The bidder must provide verifiable proof of services rendered utilizing the vehicles stated above for a minimum continuous period of three (03) months. These documents will serve as confirmation of actual service performance and vehicle utilization during the specified period. Substantiation: Evidence of service delivery which includes Proof of Delivery (POD) documents clearly reflecting the registration numbers of the vehicles used. The bidder must produce and submit a proof of four (04) proof of deliveries per vehicle for three (03) consecutive months (Total POD’s per vehicle 12). 10. Driver and Vehicle Compliance Comply Do Not Comply The bidder must provide valid and verifiable evidence of compliance for both drivers and vehicles in accordance with SANS 10231, ISO 15190, UN3373, and the National Road Traffic Management Act (RTMA). Substantiation: Evidence of vehicle compliance include: - Roadworthy Disc - Operator Card. Confidential of 64 RFB113/25/26: Rendering of Medical specimen courier services for the Ekurhuleni-Tshwane, Dr. George Mukhari and Steve Biko Academic routes for a period of five (5) years. Evidence of vehicle compliance include: - Valid driver licence - Professional driving permits (PrDp). 11. Contactable reference letters Comply Do Not Comply The Bidder must provide three (3) contactable reference letters on the letter head of the customer not older than (3) months with regards to previous experience relating to courier services, indicating the following: • Name of the Client. • Contact Details; • Duration of the project; Contract value and • Details of the service provided Notes: A courier service is an entity or individual appointed to transport packages, documents, or goods securely and efficiently between collection and delivery points. The service provider must demonstrate the ability to reach any specified location swiftly and safely to ensure uninterrupted service delivery. Substantiation: The name of the client must be the same as the displayed-on assets verification, Proof of Service Delivery and Operational Capacity , and Transport Operations – Technical Requirements Confidential of 64 RFB113/25/26: Rendering of Medical specimen courier services for the Ekurhuleni-Tshwane, Dr. George Mukhari and Steve Biko Academic routes for a period of five (5) years.

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