Tender Summary: Supply and Deliver Toner Cartridge and Drum

Objectives

The primary objective of this quotation is to procure and deliver genuine toner cartridges and drums to support the routine printing and documentation requirements of Vryheid District Hospital. The procurement seeks to ensure operational continuity, maintain quality standards for medical and administrative records, and comply with public sector supply chain management regulations while advancing economic transformation through targeted preference points.

Scope

This is a one-off supply and delivery contract covering the following items:

• Original genuine toner cartridge and Brother drum (packaged in a blue and white box)
• Brother TN3437 toner cartridge
• Brother TN3170 toner cartridge
• Brother TN3470 toner cartridge

The successful bidder must supply thirty (30) units of each item and deliver them directly to Vryheid District Hospital. All transportation and delivery costs must be included in the quoted price. The quotation validity period is ninety (90) days, and submitted prices must remain firm for the duration of the contract.

Technical Requirements

• Product Specifications: All items must exactly match the specified Brother models and be original, genuine, new, and unused. Expired or second-hand products are strictly prohibited.
• Shelf Life: Supplied consumables must retain a minimum validity period of six (6) months upon delivery.
• Quality & Standards: Goods must comply with relevant South African National Standards (SANS/SABS) where applicable and meet the detailed specification annexures.
• Packaging: Items must be securely packed to prevent damage, deterioration, or environmental exposure during transit and storage.
• Warranty: A twelve-month warranty applies from the date of delivery and acceptance, or eighteen months from the shipment date, whichever concludes earlier. Defective items must be repaired or replaced at the supplier's expense within an agreed timeframe.
• Compliance Documentation: Bidders must submit fully completed official quotation forms, SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points Claim Form), and B-BBEE status proof. Explicit confirmation of specification compliance is mandatory for Stage 2 evaluation; failure results in disqualification.

Skills Requirements

No specialized technical or engineering skills are explicitly required for this quotation. The contract relies on standard commercial and logistical competencies, including inventory control, fleet management, timely distribution, regulatory compliance, and adherence to public procurement frameworks. Suppliers must demonstrate valid business registration, tax compliance, and financial capacity to fulfill a one-off delivery contract without interruption.

Notes on Unusual or Complicated Terms

• 80/20 Preference Point System: Evaluations allocate 80 points based on competitive pricing and 20 points specifically for promoting enterprises that are 100% owned by youth. Bidders must submit documentary proof (e.g., director ID copies) to claim these points; failure to do so results in zero points for this category.
• Cover-Quoting Prohibition: Submitting multiple quotations under different company names for the same bid is classified as fraudulent cover-quoting. This practice triggers immediate disqualification and may result in restriction from public sector contracts for up to ten years.
• Prime Interest Rate Penalty: Delays in delivery incur daily financial penalties calculated using the current prime interest rate until actual performance is achieved. The purchaser may also substitute undelivered goods or terminate the contract for default.
• SBD 4 Disclosure Requirement: Bidders must disclose any personal or business relationship with any employee across the entire KwaZulu-Natal Department of Health, not just the procuring facility. Undisclosed relationships constitute false declaration and lead to disqualification.
• CSD Verification: The Central Suppliers Database registration is used to validate tax compliance. Suppliers whose CSD verification fails or who lack a valid SARS PIN will be deemed non-compliant.

All contractual obligations are governed by the General Conditions of Contract (GCC), Special Conditions of Contract (SCC), and the Preferential Procurement Policy Framework Act. The procuring entity reserves the right to accept or reject any quotation without obligation.