Objectives

The primary objective is to procure a reliable service provider capable of supplying and delivering high-yield, genuine Brother toner cartridges to support municipal office operations. The tender aims to ensure uninterrupted printing capabilities while complying with public procurement legislation and municipal supply chain management policies.

Scope

The scope covers the supply and delivery of four specific high-yield toner cartridges designed for the Brother MFC-L890CDW printer. The municipality requires ten units each of the following:

• TN-279XXLBK Black Toner Cartridge (High yield: 4,500 pages)
• TN-279M Magenta Toner Cartridge (High yield: 2,300 pages)
• TN-279C Cyan Toner Cartridge (High yield: 2,300 pages)
• TN-279Y Yellow Toner Cartridge (High yield: 2,300 pages)

All items must be delivered according to municipal schedules. Generic, remanufactured, or third-party compatible toners are explicitly prohibited.

Technical Requirements

• All toners must be manufacturer-genuine Brother products; counterfeit or alternative brands will result in immediate disqualification.
• Each cartridge must meet the specified page-yield standards outlined in the quotation.
• Suppliers must provide firm, VAT-inclusive pricing with clearly stated unit prices and total amounts.
• Bidders must complete all prescribed Municipal Bid Documents (MBDs 1, 4, 8, and 9) in full.
• Proof of registration on the National Treasury’s Central Supplier Database (CSD) is mandatory, along with verified tax compliance status.
• Suppliers must submit proof of municipal account standing (rates and electricity) for both the company and its directors. Tenants may substitute this with a valid lease agreement and landlord confirmation of no arrears, or an affidavit stating exemption from payments.
• Quotations must be submitted on official letterhead, remain valid for thirty days, and be sealed with the correct quotation reference.

Skills Requirements

No specialized technical or engineering skills are required. The tender focuses on logistical capability, inventory management, and strict compliance with municipal procurement processes. Providers must demonstrate experience in corporate supply chains, accurate order fulfillment, timely delivery, and proficiency in navigating standardized bidding documentation. Financial stability and the ability to maintain consistent stock levels of genuine consumables are also expected.

Explanation of Unusual or Complicated Terms

• PPPFA Regulations 2022 Specific Goals (80/20 Evaluation): This refers to South Africa’s Preferential Procurement Policy Framework Act scoring system. Eighty percent of evaluation points are awarded based on price competitiveness, while twenty percent are allocated to designated social goals. These include enterprise location within Mandeni Municipality, ownership by persons with disabilities, black people, women, and youth. Verification documents such as CIPC registrations, ID copies, and medical certificates are required to claim these points.
• Central Supplier Database (CSD): A National Treasury-maintained registry used to verify supplier legitimacy, banking details, director identities, and tax compliance status before contract award.
• MBDs (Municipal Bid Documents): Standardized compliance forms mandated by South African municipalities. Forms 1, 4, 8, and 9 typically cover basic bidder information, tax clearance declarations, preferential procurement disclosures, and sworn statements regarding fraud and corruption.
• Municipal Account Proof Requirement: Bidders must prove their business and directors are not in arrears with local municipal rates and utilities. This ensures financial accountability and aligns with municipal governance standards.