Tender Summary: Supply and Deliver Toners and Drums

Objectives

The primary objective is to secure a reliable, once-off supply of genuine Brother printer consumables to support clinical and administrative documentation workflows at St Apollinaris Hospital. The procurement also aims to align with provincial health supply chain standards while promoting local economic development through targeted preference points.

Scope

The contract covers the supply and delivery of specified Brother printer components to St Apollinaris Hospital in KwaZulu-Natal. The required quantities are:

• 6 units of Brother toner TN3290
• 5 units of Brother toner TN2355
• 6 units of Brother drum DR3115

This is a single-delivery, once-off contract. All pricing must be firm and fully inclusive of delivery costs to the designated hospital site. The quotation validity period is 90 days from the closing date.

Technical Requirements

• Product Condition: All items must be brand-new, unused, and represent the most recent or current models. Second-hand, refurbished, or third-party compatible alternatives are strictly prohibited.
• Quality Standards: Goods must comply with relevant South African National Standards (SANS/SABS) or Council for Scientific and Industrial Research (CSIR) standards. A certificate of compliance must be provided if requested.
• Shelf-Life: Delivered products must have a minimum remaining validity or shelf-life of six months from the date of delivery. Expired or near-expiry stock will be rejected.
• Warranty: The supplier warrants against defects in design, materials, or workmanship for twelve months after delivery and acceptance, or eighteen months from the date of shipment, whichever period concludes earlier.
• Packaging & Delivery: Items must be packaged to prevent damage or deterioration during transit, accounting for rough handling and environmental exposure. Delivery must occur within the timeframe stipulated in the awarded contract.

Skills and Compliance Requirements

While no specialized technical certifications are mandated, bidders must demonstrate the following operational and regulatory capabilities:

• Supply Chain Capacity: Proven ability to source, store, and distribute authentic Brother OEM consumables reliably.
• Procurement Compliance: Valid registration on the Central Suppliers Database (CSD) and verified SARS tax clearance status. Bidders must understand and correctly complete mandatory standard bidding documents (SBD 4 for conflict-of-interest disclosure and SBD 6.1 for preference point claims).
• Financial & Logistical Management: Capacity to absorb all delivery costs, manage inventory turnover, and fulfill warranty obligations without requesting additional payments from the purchaser.
• Preferential Procurement Knowledge: Ability to accurately claim preference points by providing verifiable proof of manufacturing or enterprise promotion within KwaZulu-Natal.

Key Contractual and Procurement Terms

• 80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points to specific goals (promotion of enterprises manufacturing in KwaZulu-Natal). Failure to submit proof for claimed points results in zero allocation for that category but does not automatically disqualify the bid.
• Delay Penalties: Late delivery incurs financial penalties calculated daily at the current prime interest rate, applied to the delivered price of the delayed goods until actual performance.
• Termination & Restriction Clauses: The purchaser may terminate the contract for default due to non-delivery, specification non-compliance, or proven corrupt/fraudulent practices. Termination may trigger a restriction penalty prohibiting the supplier from conducting business with the public sector for up to ten years.
• Administrative Strictness: Official quotation forms must not be retyped, altered with correcting fluid, or submitted incomplete. Any omission or falsified information will result in immediate disqualification.
• Dispute Resolution: Conflicts must first undergo mutual consultation, followed by formal mediation if unresolved, with final adjudication in South African courts.