Objectives

The primary objective of this tender is to procure five (5) new desktop printers for deployment across various departments at the East Boom Community Health Centre under the KwaZulu-Natal Department of Health.

Scope

The scope covers the supply, delivery, and initial provisioning of five monochrome laser desktop printers. This is a one-off contract with a quotation validity period of ninety (90) days. Successful bidders must deliver all units within six weeks of award, ensure all equipment is brand new and unused with a minimum remaining shelf life of six months, and include all required accessories, consumables, and documentation. Pricing must be firm, inclusive of applicable VAT, and fully cover delivery costs to the designated health centre location.

Technical Requirements

• Print Technology: Monochrome laser printing with black-and-white output.
• Performance: Print speed up to 42 pages per minute (PPM); first print time under 8–9 seconds; maximum resolution of 1200 × 1200 dpi.
• Hardware Specifications: Minimum CPU speed of 700 MHz; standard memory of at least 256 MB; recommended monthly print volume up to 3,500 pages.
• Paper Handling: 250-sheet input capacity; support for Letter, Legal, Executive, A4, and A5 formats; automatic duplex (two-sided) printing capability.
• Connectivity & Compatibility: Integrated USB, wireless, and Ethernet (RJ45) interfaces; full compatibility with Microsoft Windows operating systems.
• Included Components: Installation drivers, power supply cord, quick setup guide, minimum 1.5-meter USB cable, and a combined toner and drum unit.
• Warranty & Support: Three-year onsite warranty with guaranteed next-day support service.

Skills & Supplier Capabilities Requirements

As this is a goods supply tender, specific personnel certifications are not mandated. Instead, bidders must demonstrate the following operational and compliance capabilities:

• Regulatory & Financial Compliance: Active registration on the Central Suppliers Database (CSD), verified tax clearance status, and submission of all mandatory returnable documents (SBD 4, SBD 6.1, General Conditions of Contract, Special Conditions of Contract, and fully completed specification forms).
• SITA Accreditation: Bidders must confirm engagement with State Information Technology Agency (SITA) accredited vendors and utilise relevant SITA contracts. SITA is the national agency responsible for standardising and procuring ICT solutions for South African government entities.
• Documentation & Quotation Accuracy: Ability to prepare detailed, itemised quotations that explicitly address every technical specification, acknowledge compliance/non-compliance in designated columns, and strictly adhere to official form templates without retyping or altering layouts.
• Logistics & Fulfilment: Proven capacity to execute timely deliveries within the stipulated six-week window and manage last-mile logistics to the prescribed health centre location.

Notable Terms & Evaluation Framework

Preference Point System: The evaluation utilises an 80/20 scoring model, allocating 80 points for competitive pricing and 20 points for specific socio-economic goals. Full points for the specific goal are reserved exclusively for South African-owned enterprises, supported by a valid BBBEE certificate or sworn affidavit.

Three-Stage Evaluation: Quotations undergo strict sequential screening. Stage 1 verifies administrative completeness and mandatory documentation. Stage 2 assesses technical specification compliance. Stage 3 applies the price and preference scoring. Failure at any stage results in immediate disqualification.

Anti-Collusion & Verification: The department reserves the right to verify bidder authenticity, prohibit cover-quoting across multiple companies, and impose restrictions or terminate contracts for fraudulent declarations, corrupt practices, or non-performance.