Objectives

The primary objective of this tender is to procure and deliver original printer toner and drum cartridges to sustain the printing operations of the KwaZulu-Natal Department of Health. The procurement aims to ensure cost-effective, compliant, and timely supply of authentic consumables while promoting transformational procurement goals.

Scope

The scope covers the supply and delivery of four specific original Brother printer consumables to Old Boys Model School in Pietermaritzburg. The required quantities are:

• BROTHER Toner TN3350: 10 units
• BROTHER Toner TN3467: 10 units
• BROTHER Drum DR3355: 5 units
• BROTHER Drum DR3405: 5 units

All quotations must remain valid for ninety days. Prices must be firm for the duration of the contract period, and all delivery and transportation costs must be fully inclusive in the quoted unit and total prices.

Technical Requirements

• Authenticity: Only brand-new, unused, original Brother toner and drum cartridges are acceptable. Counterfeit, remanufactured, used, or second-hand products will result in immediate rejection.
• Shelf Life: All supplied items must have a minimum remaining validity of six months from the date of delivery.
• Specification Compliance: Bidders must complete and sign the dedicated specification sheets for each cartridge model, confirming full compliance with the mandatory minimum technical criteria.
• Sampling & Testing: The purchaser reserves the right to request physical samples for verification. All associated testing and inspection costs will be borne by the bidder.
• Packaging: Goods must be securely packed to prevent damage, deterioration, or exposure risks during transit and open storage, meeting standard export-grade packaging requirements.

Skills Requirements

No specialized technical or engineering skills are mandated. However, bidders must possess robust administrative and supply chain compliance capabilities, including:

• Proficiency in completing official government quotation forms without retyping, altering, or omitting mandatory sections.
• Active registration and verification on the Central Suppliers Database (CSD) alongside valid SARS tax clearance status.
• Ability to submit verified company registration documents, director identification records, and B-BBEE status certificates or sworn affidavits.
• Understanding of public sector procurement regulations, including preference point claiming procedures and mandatory returnable documentation.

Key Terms and Unusual Requirements

80/20 Preferential Procurement System: Evaluation allocates eighty points for price and twenty points for specific socio-economic goals. Full preference points are exclusively awarded to enterprises that are one hundred percent owned by Black African women.

Cover-Quoting Prohibition: Submitting multiple quotations through affiliated, linked, or overlapping companies is strictly classified as fraudulent cover-quoting. Verification systems will cross-reference submissions, and offenders face immediate disqualification and potential ten-year public sector bans.

Performance Security: Within thirty days of contract award, the successful bidder must provide performance security in the form of a bank guarantee, irrevocable letter of credit, or certified cheque.

Delay Penalties: Any failure to deliver within the agreed timeframe triggers financial penalties calculated at the current prime interest rate per day until actual delivery is completed.

Three-Stage Mandatory Evaluation: Quotations undergo sequential screening: Stage 1 verifies administrative completeness and legal compliance; Stage 2 confirms technical specification adherence; Stage 3 applies price and preference scoring. Failure at any stage renders the bid non-responsive and ineligible for further consideration.