Objectives

The primary objective of this tender is to procure and deliver specific printer cartridges to Mkhambathini Local Municipality in a timely, compliant, and cost-effective manner. The procurement aims to ensure uninterrupted municipal operations while adhering to national preferential procurement frameworks, statutory financial regulations, and strict supply chain management standards.

Scope of Work

• Item 1: Laserjet 89A (CF289A) cartridges – Quantity: 10 units
• Item 2: Brother TN 1000 model HL-1210W cartridges – Quantity: 2 units

All items must be delivered within a stipulated timeframe agreed upon during contract award. Pricing must be inclusive of VAT and remain firm for the duration of the contract. The engagement will be formalised through a Service Level Agreement with a maximum duration of six months.

Technical Requirements

• Cartridges must be brand new, unused, current models, and incorporate recent design/material improvements.
• A mandatory warranty of twelve (12) months post-delivery or eighteen (18) months from shipment, whichever occurs first, applies.
• Goods must strictly comply with all specifications outlined in the quotation document; non-compliant deliveries will be rejected.
• Bidders must submit comprehensive mandatory documentation, including: valid Tax Clearance Certificate/PIN, Central Supplier Database (CSD) confirmation, company registration documents, proof of business premises, certified ID copies of directors/shareholders, municipal billing statement, company profile, and an Occupational Health and Safety certificate.
• Submissions must be hard-copy only, sealed, properly stamped, signed, and deposited before the closing deadline. Incomplete, unsigned, late, or electronically submitted quotes will be automatically disqualified.
• All pricing must account for applicable taxes, duties, and delivery costs.

Skills Requirements

While the core requirement is the physical supply of consumables, the tender specifies that the successful bidder should be capable of providing ancillary professional support, including:

• Access to technically competent sales specialists and in-field engineers for product consultation and troubleshooting.
• Project management expertise to coordinate logistics, delivery scheduling, and compliance tracking.
• End-user training capabilities to ensure municipal staff correctly install, operate, and maintain the supplied cartridges.
• Competence in scoping, solution design, and data collection if additional technical integration or inventory management support is required.

Explanation of Unusual or Complicated Terms

• PPPFA 80/20 Preference Points System: An evaluation methodology where 80 points are allocated based on competitive pricing and 20 points are awarded for Broad-Based Black Economic Empowerment (B-BBEE) status and specific socio-economic goals (e.g., youth/women ownership, local municipality presence).
• FAT (Factory Acceptance Testing): A pre-dispatch quality verification process conducted at the supplier’s manufacturing facility to confirm that goods meet contractual specifications before shipping.
• GCC (General Conditions of Contract): Standardised government procurement clauses governing payment terms, performance security, penalties for delayed delivery, warranty claims, dispute resolution, and termination rights.
• MBD Forms: Mandatory South African municipal bidding templates used to declare conflicts of interest, claim preference points, confirm past supply chain compliance, and formalise contractual acceptance.
• CSD (Central Supplier Database): A National Treasury-maintained registry used to verify supplier legitimacy, tax compliance status, and eligibility for public sector contracts.