Tender Summary

Objectives

The primary objective is to procure a single desktop colour laser printer for routine office operations at the Newcastle Regional Hospital. The tender seeks to acquire a reliable, high-performance printing solution that meets established public sector procurement standards, ensures cost-effectiveness, and aligns with national preferential procurement policies while supporting uninterrupted clinical and administrative workflows.

Scope

The scope encompasses the supply, delivery, and initial configuration of one (1) unit of a desktop colour laser printer. The contract is once-off with a quotation validity period of ninety (90) days. Delivery must be completed within six weeks of contract award. The supply package must include all standard accessories: installation drivers, an AC power cord, a quick setup guide, a 1.5-metre USB cable, and a complete toner and drum kit. All quoted prices must be firm, inclusive of applicable VAT, and fully cover transportation and delivery costs to the specified hospital facility.

Technical Requirements

Bidders must meet or exceed the following mandatory specifications:

• Print Technology: Colour laser
• Print Speed: Up to 32 pages per minute (black and colour)
• Duplex Printing: Standard automatic support required
• Resolution: Minimum 600x600 dpi
• First Print Time: Less than nine seconds
• Processor: Minimum 800 MHz
• Memory: Minimum 256 MB
• Toner Save Mode: Must be enabled
• Monthly Duty Cycle: Up to 10,000 pages
• Paper Handling: 250-sheet input tray, 150-sheet output capacity; compatible with Letter, Legal, Executive, A4, A5, and A6 formats
• Connectivity: USB, wireless, and Ethernet (RJ45) interfaces
• Compatibility: Microsoft Windows operating systems
• Warranty: Three-year onsite "next business day" coverage
• Compliance: Equipment must conform to SABS/SANAS standards, and bidders must submit a detailed itemised quotation mapping each specification line item.

Skills Requirements

No specialised technical or engineering skills are explicitly mandated for the bidder. However, suppliers must demonstrate strong administrative and logistical capacity to navigate public sector procurement processes. This includes proficiency in completing mandatory returnable documents (SBD forms, Central Suppliers Database registration, tax clearance certificates, and B-BBEE proof), understanding supply chain compliance frameworks, and executing timely delivery and basic installation support. Successful contractors must also possess the operational capability to honour warranty terms, including rapid onsite diagnostics, repairs, or component replacements, and maintain accurate record-keeping for audit purposes.

Notes on Unusual or Complicated Terms

• 80/20 Preference Point System: Evaluation awards 80 points based on price competitiveness and 20 points for specific socio-economic goals. Full preference points are exclusively granted to enterprises that are at least 51% owned by Black women. Claiming these points requires verifiable proof via a CIPC certificate and a Central Suppliers Database report.
• SITA Contract Obligation: The procuring department is legally bound to source this equipment through the State Information Technology Agency (SITA) framework. Consequently, only vendors accredited by SITA may participate or be awarded the contract.
• Sample Submission Clause: Following initial scoring, the top three bidders may be formally requested to submit physical samples of the proposed printer for independent verification. Non-submission or non-compliant samples can result in disqualification or a complete restart of the evaluation process.
• General and Special Conditions of Contract (GCC/SCC): Standard government contract terms apply, including strict financial penalties for delayed delivery (calculated using the prime interest rate), unilateral termination rights for default or insolvency, and mandatory performance security upon award. Failure to pass any administrative compliance stage results in automatic disqualification.