Tender Summary: Supply and Deliver Nametag Machine / Card Printer

Objectives

The primary objective is to procure a complete nametag and staff access card printing system for the Umgungundlovu District Office. The procurement seeks to establish reliable, high-quality identification badge production capabilities while adhering to public sector supply chain management regulations, value-for-money principles, and socio-economic transformation targets.

Scope of Supply

The scope covers the complete supply, delivery, installation, and commissioning of one card printer system at the designated district office. The contract is structured as a once-off supply agreement and includes:

• Delivery of the main printing hardware and associated software
• Provision of initial consumables and accessory packs
• On-site installation and configuration
• One hour of operational training for end-users
• Post-delivery warranty and maintenance support

Technical Requirements

Bidders must supply a dual-sided card printer capable of colour printing on the front side and black-and-white printing on the reverse. The quotation must explicitly include the following items and specifications:

• Cardpress software XS for card design and data management
• Enduro / RIO 360 NEO YMCKOK ribbon (capacity: 250 images)
• Enduro / RIO 360 NEO dedicated cleaning kit
• White PVC cards (pack of 100)
• Portrait/landscape badge holders (pack of 100)
• Badge strap clips (pack of 100)
• Maintenance supplies: 10 roller cleaning cards and one printhead cleaning pen

All supplied goods must be brand new, unused, and free from defects. Expired or second-hand products are strictly prohibited. Bidders must attach official datasheets, brochures, or product information clearly indicating the exact make and model quoted to verify specification compliance.

Skills and Capability Requirements

As this is a goods supply tender, formal academic qualifications are not mandated. However, bidders must demonstrate proven commercial and technical capacity to:

• Successfully source, transport, and deliver specialized card-printing equipment to the specified location
• Perform on-site hardware installation, software configuration, and system testing
• Deliver effective operational training to district office staff
• Maintain valid Central Supplier Database (CSD) registration and current tax clearance status
• Provide compliant warranty service and spare parts support throughout the contract period

Key Contractual and Procurement Terms

Evaluation follows a strict three-stage process: administrative compliance, specification adherence, and price/preference scoring. Pricing is assessed using an 80/20 preference point system, where 20 points are reserved for companies with at least 51% Black ownership. The contract requires a twelve-month warranty from delivery acceptance, submission of performance security within thirty days of award, and firm pricing valid for ninety days. Delays incur daily financial penalties calculated at the prime interest rate. Termination provisions cover default, insolvency, and fraudulent practices, with potential restrictions on future public sector participation.

Explanation of Unusual or Complicated Terms

• YMCKOK Ribbon: Stands for Yellow, Magenta, Cyan, Key (Black), and Overcoat. This six-colour thermal transfer ribbon enables high-resolution, full-colour dual-sided card printing and is essential for professional-grade ID badges.
• Cardpress Software XS: Proprietary application used to design, format, photograph, and manage card layouts before printing. Licensing and compatibility must be included in the supply.
• 80/20 Preference System: A South African public procurement framework allocating 80 points to competitive pricing and 20 points to designated socio-economic goals (in this case, Black ownership).
• Performance Security: A financial guarantee (typically a bank guarantee or certified cheque) submitted by the successful bidder to secure contract fulfillment and protect the purchaser against supplier default or non-performance.