Objectives

The primary objective is to procure compliant, high-quality toner cartridges and drum units to sustain printing operations at the Mfundo Arnold Lushaba Community Health Centre. The procurement ensures reliable office consumables while adhering to public sector supply chain regulations and prioritizing socio-economic development through preferential procurement policies.

Scope

This is a once-off supply contract for office consumables. The requirement covers thirty (30) boxes of Black Toner Cartridge TN 3290 and thirty (30) boxes of Drum Unit TN 3250, specifically designed for the HL-5350 DN printer. Delivery must be completed directly to the health centre’s designated facility. The quotation validity period is ninety (90) days, and all transportation and delivery costs must be factored into the quoted price. No ongoing maintenance or service obligations are included.

Technical Requirements

• Products must be brand-new, unused, and represent the most recent models available, incorporating current design and material improvements.
• Supplies must have a minimum shelf-life validity of six (6) months upon delivery; expired or second-hand items are strictly prohibited.
• All goods must conform to applicable South African National Standards (SANS/SABS) and withstand standard transit conditions without damage.
• Packaging must be robust, properly marked, and sufficient to protect contents during transport and storage.
• A warranty of twelve (12) months from delivery acceptance or eighteen (18) months from shipment (whichever is earlier) is mandatory, guaranteeing freedom from defects in materials, workmanship, and design.
• Bidders must explicitly confirm compliance with the attached specification annexure and printer compatibility.

Skills Requirements

No specialized technical or professional skills are mandated, as this is a straightforward goods supply. However, suppliers must demonstrate standard commercial and logistical competencies, including the ability to source and deliver genuine or fully compatible consumables, manage timely delivery schedules, and navigate public sector administrative processes. Essential capabilities include valid Central Supplier Database (CSD) registration, SARS tax compliance verification, accurate financial quoting, and the ability to correctly complete mandatory disclosure and preference point claim forms. Familiarity with government procurement compliance, strict submission deadlines, and proper documentation handling is required.

Notable Terms & Conditions

The procurement applies an 80/20 preference point system, awarding eighty points for competitive pricing and twenty points for a specific goal promoting South African-owned enterprises. Bidders must submit verifiable proof of ownership structure to claim these points. The department strictly prohibits cover-quoting (submitting multiple quotations from the same entity), which is classified as fraud and results in immediate disqualification. Delayed deliveries incur daily penalties calculated at the prime interest rate against the undelivered value. Failure to meet administrative, compulsory, or specification requirements renders a quotation non-responsive. The department reserves the right to terminate contracts for default, impose restriction penalties of up to ten years for corrupt or fraudulent practices, and recover excess procurement costs. All terms operate under the Preferential Procurement Policy Framework Act and standard General Conditions of Contract.