Objectives

The primary objective of this tender is to procure and deliver high-quality, compliant printer consumables to St Apollinaris Hospital under the KwaZulu-Natal Department of Health. The procurement aims to maintain uninterrupted clinical and administrative printing operations while aligning with provincial procurement legislation that prioritizes local economic participation and transparent, competitive sourcing.

Scope

This is a one-off supply contract requiring the delivery of seventeen specific Brother brand printer components directly to the hospital. The scope encompasses:

• Six (6) units of Brother toner TN3290
• Five (5) units of Brother toner TN2355
• Six (6) units of Brother drum DR3115

The supplier is solely responsible for packaging, transportation, and all associated delivery costs to the prescribed destination. No site inspections, compulsory briefing sessions, or sample submissions are required.

Technical Requirements

• Product Condition: All items must be brand new, unused, and represent the most recent or current models. Second-hand, refurbished, or expired products are strictly prohibited.
• Quality Standards: Goods must comply with SABS/SANS specifications. Certificates of compliance must be provided when requested.
• Validity Period: Delivered products must retain a minimum shelf life or validity period of six months from the date of handover.
• Warranty: A standard warranty applies for twelve (12) months after delivery and acceptance, or eighteen (18) months from the date of shipment, whichever expires first.
• Pricing & Payment: Quoted prices must be firm, inclusive of VAT (if registered), and cover all delivery expenses. Payments will be processed within thirty (30) days of invoice submission.
• Documentation: Bidders must submit fully completed official quotation forms, Standard Bid Document (SBD) disclosure forms, and proof of Central Suppliers Database (CSD) registration. Tax compliance verification via SARS is mandatory.
• Compliance: Offers must strictly adhere to the attached specification form. Incomplete, late, or non-compliant quotations will be automatically disqualified.

Skills Requirements

While not explicitly categorized as standalone competencies, successful bidders must demonstrate the following capabilities:

• Procurement Administration: Proficiency in accurately completing standardized government quotation forms, SBD declarations, and preference claim documentation without omissions or alterations.
• Logistics & Supply Chain Management: Ability to coordinate timely, cost-inclusive delivery to the specified hospital location, including proper packaging to prevent transit damage.
• Technical Product Knowledge: Understanding of printer consumable specifications to guarantee OEM or compatible part authenticity, model accuracy, and functional reliability.
• Contractual & Financial Compliance: Capacity to issue valid tax invoices, manage warranty claims, maintain CSD and SARS tax clearance status, and adhere to penalty clauses for delayed performance.
• Preference Claim Substantiation: For enterprises manufacturing in KwaZulu-Natal, the ability to provide verifiable CIPC/CSD documentation to claim additional evaluation points.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A scoring methodology where eighty (80) points are allocated for competitive pricing and twenty (20) points for meeting specific socio-economic goals. In this tender, the goal focuses on promoting enterprises manufacturing within KwaZulu-Natal. Points are only awarded if verified proof is submitted.
• General Conditions of Contract (GCC) & Special Conditions of Contract (SCC): Standardized legal frameworks governing the procurement. The GCC establishes baseline rights, obligations, dispute resolution, force majeure, and termination procedures. The SCC supplements these with project-specific rules, including anti-cover-quoting measures, address change notifications, and strict compliance mandates.
• Central Suppliers Database (CSD) Registration: A mandatory National Treasury requirement where all government suppliers must register their business details. Automated verification confirms tax compliance and legal standing; failure to register or pass verification results in automatic disqualification.
• Prime Interest Rate Penalty: A financial penalty applied to delayed deliveries, calculated daily based on the prevailing prime interest rate until actual performance is completed. This ensures timely fulfillment without requiring contract cancellation.
• Cover-Quoting Prohibition: A strict anti-fraud measure prohibiting related or affiliated companies from submitting multiple bids for the same contract. Discovery of this practice results in immediate disqualification and potential restriction from public sector contracts for up to ten years.