Objectives

The primary objective of this quotation is to procure reliable, original printer toner cartridges to sustain the daily administrative operations of the Provincial Pharmaceutical Supply Depot. The supply will enable the continuous printing of pharmaceutical requisitions for MEDSAS RDM facilities, ensuring uninterrupted healthcare logistics and inventory management.

Scope

The scope encompasses the supply and delivery of ten (10) units of Brother TN3607 black toner cartridges specifically engineered for Brother MFC-L5710DW multifunction printers. The contract requires the provision of brand-new, unused products that fully comply with manufacturer specifications. Delivery costs must be inclusive in the quoted price, and all supplied items must retain a minimum validity period of six months from the date of delivery. The quotation validity period is fixed at ninety (90) days.

Technical Requirements

• Product Specification: Original Brother TN3607 black toner cartridges matching the exact manufacturer design and item number.
• Composition & Construction: Cartridges must contain black toner powder housed within a durable plastic casing.
• Quality Standards: All supplies must meet original equipment manufacturer (OEM) benchmarks and comply with applicable South African National Standards (SANS/SABS).
• Condition Restrictions: Second-hand, refurbished, or expired products are strictly prohibited.
• Mandatory Documentation: Bidders must submit a Central Supplier Database (CSD) registration report (valid for no more than three months), a SARS tax clearance certificate, a B-BBEE status certificate or sworn affidavit, and proof of SABS/SANS approval.
• Sample Verification: The procuring institution reserves the right to request physical samples from the highest-scoring bidders for compliance testing.

Skills & Experience Requirements

• Proven Healthcare Supply Experience: Bidders must provide verifiable proof of prior performance, specifically a valid order confirmation and delivery note demonstrating past successful deliveries to either private or public healthcare facilities.
• Governance & Compliance Proficiency: Suppliers must demonstrate familiarity with public sector procurement protocols, including accurate completion of mandatory statutory forms (SBD4 for conflict of interest disclosure and SBD6.1 for preference point claims).
• Operational & Financial Capacity: Bidders must maintain active tax compliance, valid vendor registration, and sufficient logistical capacity to execute deliveries within stipulated timeframes without defaults or unacceptable delays.

Unusual or Complicated Terms & Conditions

• 80/20 Preference Point System: Evaluation utilizes an 80-point price-based scoring model combined with 20 points allocated exclusively for Broad-Based Black Economic Empowerment (B-BBEE) goals. Full points are awarded to enterprises at least 51% owned by Black individuals, requiring certified ownership documentation or sworn affidavits.
• Conditional Sample Protocol: If triggered, the top three bidders must submit physical samples for independent verification. Rejection of samples or failure to submit them can result in immediate disqualification or a complete restart of the procurement cycle.
• Anti-Collusion & Cover-Quoting Enforcement: The department employs automated and manual checks to detect cover-quoting (multiple entities bidding on behalf of a single supplier). Evidence of collusion or misrepresentation triggers automatic disqualification and potential blacklisting from public sector contracts for up to ten years.
• Prime Interest Delay Penalties: Late delivery incurs daily financial penalties calculated using the prevailing prime interest rate applied to the delayed goods' value until actual delivery is completed.
• Non-Retyping Mandate: Official quotation forms must be printed and completed manually; digitally retyped, altered, or improperly formatted submissions are automatically deemed invalid and rejected.