Objectives

The primary objective of this Request for Quotation (RFQ) is to appoint a qualified supplier to provide and deliver two (2) computer printers to the National Health Laboratory Service (NHLS) Port Elizabeth LSS Department. The procurement aims to secure reliable, cost-effective hardware that supports routine laboratory and administrative operations while complying with national public procurement legislation.

Scope

• Supply and Delivery: Provision of two (2) computer printers, inclusive of all necessary accessories, consumables, software, and ancillary materials required for immediate deployment.
• Delivery Protocol: Goods must be delivered to the designated NHLS facility only after an official Purchase Order has been issued. No deliveries or preparatory work may commence prior to formal written authorization.
• Pricing and Payment: All quotations must be submitted in South African Rand (ZAR), excluding Value Added Tax (VAT). A separate line item for 15% VAT is required where applicable. Unit prices are fixed for the duration of the contract and must cover labour, materials, overheads, profit, and all statutory levies.
• Contractual Governance: The engagement is subject to the National Treasury’s General Conditions of Contract (GCC), which include penalty clauses for delayed delivery and reserve the purchaser’s right to procure substitute goods if the supplier fails to meet delivery timelines.

Technical Requirements

• Equipment Specifications: Bidders must supply standard commercial-grade computer printers suitable for high-volume laboratory and office environments. While exact model parameters are not prescribed, equipment must be brand-new, fully functional, and capable of meeting standard print quality, speed, and connectivity requirements.
• Compliance Documentation: Strict adherence to South African public procurement standards is mandatory. Required submissions include a valid SARS Tax Clearance Certificate or PIN, Central Supplier Database (CSD) registration confirmation, completed Standard Bidding Document (SBD) forms, and proof of Broad-Based Black Economic Empowerment (B-BBEE) status.
• Evaluation Framework: The tender employs a three-phase assessment: Administrative Compliance, Functionality Evaluation, and Price & Specific Goals. Final scoring applies the Preferential Procurement Policy Framework Act (PPPFA) 80/20-point system, allocating 80 points to price competitiveness and 20 points to designated socio-economic goals.
• Quotation Validity: Submitted prices must remain binding for ninety (90) days from the closing date.

Skills Requirements

• Supply Chain & Logistics Management: Demonstrated capability to coordinate the timely procurement, warehousing, and last-mile delivery of IT hardware within strict municipal deadlines.
• Public Procurement Compliance: Proficiency in navigating South African government tender processes, including accurate completion of mandatory SBD templates, tax verification procedures, and B-BBEE affidavit/certificate requirements.
• Vendor Support & Warranty Administration: Ability to provide manufacturer-backed warranties, rapid access to replacement parts or toner cartridges, and basic configuration support to ensure uninterrupted departmental operations post-delivery.

Notes on Special Terms

No unusually complex services or bespoke technical specifications are outlined in this tender. However, bidders should note that the PPPFA 80/20-point system refers to South Africa’s standard preferential procurement scoring mechanism, where 80% of evaluation weight is given to the lowest compliant price and 20% to verified socio-economic development goals (e.g., B-BBEE level, ownership demographics). The General Conditions of Contract (GCC) represent the National Treasury’s standardized legal framework for state contracts, dictating payment terms, risk allocation, penalty structures, and dispute resolution protocols. Bidders unfamiliar with these public sector instruments should review the referenced SBD forms and GCC guidelines prior to submission.