Objectives

The primary objective is to procure and deliver five (5) new standard monochrome laser printers to the Inanda Community Health Centre. The acquisition aims to provide reliable, high-speed printing equipment that supports routine administrative and clinical documentation while ensuring cost efficiency, minimal downtime, and compliance with the KwaZulu-Natal Department of Health’s supply chain management policies.

Scope

The contract encompasses the supply, transportation, and handover of five printer units at the designated facility. The scope includes all mandatory accessories, software drivers, power cables, setup guides, toner cartridges, and drum kits. Successful suppliers must guarantee delivery within six weeks of contract award and provide comprehensive warranty coverage. The procurement operates under a fixed-price quotation model valid for ninety days, with evaluation conducted through a structured preferential scoring framework. No verbal agreements or informal modifications are recognized; all changes require formal written amendments.

Technical Requirements

• Print Technology: Monochrome laser with automatic duplex printing capability.
• Performance: Minimum 42 pages per minute black print speed, first print time under eight seconds, processor speed of at least 800 MHz, and standard memory of 256 MB.
• Resolution & Features: Up to 1200 x 1200 dpi print resolution with an active toner save mode.
• Capacity & Media: 250-sheet input tray, 150-sheet output capacity, supporting Letter, Legal, Executive, A4, A5, and A6 formats. Maximum monthly duty cycle of 50,000 pages; recommended monthly volume up to 3,500 pages.
• Connectivity: Wireless 802.11b/g/n, Ethernet (RJ45), and Hi-Speed USB 2.0 interfaces.
• Included Items: Installation CD-ROM, AC power cord, quick setup guide, minimum 1.5-metre USB cable, toner cartridge, and drum kit.
• Condition: Equipment must be brand new, unused, and compliant with relevant South African standards. Expired or second-hand units are strictly prohibited.

Skills and Supplier Requirements

• Valid Central Suppliers Database (CSD) registration with verified tax compliance status via the South African Revenue Service.
• Proven capability to source, distribute, or manufacture IT hardware that fully meets the stated technical specifications.
• Operational logistics competence to execute timely delivery within the six-week deadline.
• Technical support capacity to fulfill onsite warranty obligations, including diagnostics, repairs, and part replacements.
• Familiarity with South African public sector procurement protocols, including accurate completion of mandatory bidding declarations and preference point claim forms.
• Financial stability to absorb potential performance penalties and maintain firm pricing throughout the contract validity period.

Key Procurement Terms and Conditions

• Eighty-Twenty Preference System: Evaluation allocates eighty points for competitive pricing and twenty points for designated socio-economic goals (e.g., BBBEE status, local manufacturing). Points are only awarded upon submission of verifiable proof documentation.
• Next Business Day Onsite Warranty: The supplier must dispatch certified technicians to the client site within one working day of receiving a fault notification to repair or replace defective units at no additional cost.
• Prime Interest Rate Penalty: Daily financial deductions apply for delayed deliveries, calculated using the prevailing prime lending rate until actual fulfillment occurs.
• Strict Compliance Mandate: Late submissions, incomplete official forms, non-compliant specifications, or failure to meet CSD/tax validation thresholds result in automatic disqualification. All pricing must be firm, inclusive of VAT where applicable, and cover full delivery costs to the prescribed destination.