Tender Summary: Supply, Delivery and Installation of Desktop Bank Note Counting and Sorting Machine

Objectives

The primary objective is to procure, deliver, install, and commission a high-speed, reliable desktop bank note counting and sorting machine for uShaka Marine World’s on-site cash division. The tender also aims to secure comprehensive post-installation support, including operator training, a minimum twelve-month warranty, and a three-year maintenance agreement, while ensuring full compliance with South African public procurement regulations.

Scope

The successful bidder will manage the end-to-end provision of the equipment, encompassing supply, transportation, installation, and commissioning at the designated finance department location. Key scope elements include:

• Training five cash office operators on machine usage and safety protocols.
• Integrating the device with an existing CCTV surveillance system for transaction recording and overlay printing.
• Providing a fully functional demonstration unit for a mandatory five-day in-house testing period.
• Delivering a twelve-month warranty covering all defects, parts, labour, and travel costs.
• Executing a three-year service agreement guaranteeing on-site corrective maintenance during standard business hours.

All expenses must be consolidated into a single quotation with a transparent cost breakdown. Bid evaluation utilises an 80/20 preference point system, which allocates eighty points for competitive pricing and twenty points for specific socio-economic transformation goals such as black economic empowerment.

Technical Requirements

The equipment must match or exceed the specifications of the BPS C2-3 model. Mandatory technical parameters include:

• Sorting & Stacking: Capability to sort notes by series, featuring three output stackers and one reject compartment.
• Capacity: Minimum input capacity of 800 notes; output and reject capacities of 200 and 100 notes respectively.
• Interface & Programming: Customisable operational programming and a touchscreen terminal for transaction referencing, user identification, and mode switching.
• Printing & Integration: Built-in thermal printer for receipts and reports with reprint functionality; seamless CCTV camera linkage for video overlay recording.
• Physical Constraints: Maximum weight of 35kg; dimensions strictly limited to 50–65cm height, 30–35cm width, and 40–45cm depth.

The warranty must explicitly cover manufacturing defects, installation faults, and performance issues, with all limitations clearly disclosed. Maintenance activities must occur on-site during weekdays, excluding weekends and public holidays, unless mutually agreed otherwise.

Skills and Qualifications Requirements

Bidders must satisfy stringent administrative and technical qualification criteria:

• Registration & Compliance: Active registration on the Central Supplier Database (CSD), a national registry verifying supplier legitimacy, and a valid Tax Compliance Status (TCS) PIN or certificate confirming adherence to SARS obligations.
• Technical Expertise: All installation, maintenance, and repair personnel must be factory-trained or manufacturer-certified. Documented proof of supplier authorisation and technician certification must accompany the bid.
• Service Documentation: Submission of a detailed service schedule, fault-reporting protocol, guaranteed response and repair times, escalation procedures, and a comprehensive list of service exclusions.
• Mandatory Forms: Completion of prescribed municipal bidding templates (MBD 4 for conflict of interest declarations, MBD 6.1 for preference point claims, MBD 8 for past supply chain conduct verification, and MBD 9 for independent bid determination). These standardised forms ensure legal transparency and prevent collusive practices.
• Foreign Suppliers: Must complete a pre-award questionnaire detailing South African tax liability, branch presence, and permanent establishment status.

Failure to meet any mandatory administrative, technical, or documentation requirement will result in immediate disqualification. The entity reserves the right to cancel the bid or not award the lowest quotation.