Objectives

The primary objective of this quotation is to secure a reliable supplier for essential Brother printer consumables to support daily administrative and clinical operations at Northdale Hospital. The procurement aims to ensure continuous printing capabilities through the provision of compliant, high-quality, and cost-effective toner cartridges and drum units.

Scope

This is a once-off supply contract for the delivery of four specific printer consumable line items to Northdale Hospital. The estimated contract value does not exceed R50,000,000. Required quantities include:

• 10 units of generic Brother cartridge/drum
• 20 units of HL-524 model cartridge/drum
• 10 units of TN 3350 toner cartridge
• 20 units of TN 3290 toner cartridge

All deliveries must be made to the hospital's designated receiving point, with transport, handling, and insurance costs fully included in the quoted price. The quotation validity period is 90 days from the closing date.

Technical Requirements

• Supplied goods must be brand new, unused, and represent the most recent manufacturing models.
• Products must have a minimum shelf life of six months upon delivery; expired or near-expiry stock will be rejected.
• Items must strictly conform to the specified Brother models and sizes referenced in the annexures (including sizes 8270, 340S, 5310, TN 3290, TN 3350, and HL-524).
• Bidders must confirm compliance with applicable South African National Standards (SANS/SABS) where relevant.
• All prices must be firm, inclusive of VAT (if registered), and subject to no post-award adjustments.
• The procuring institution reserves the right to request physical samples from the top three scoring bidders for compatibility and quality verification prior to contract award.

Skills and Qualification Requirements

• Mandatory registration on the Central Suppliers Database (CSD) with a verified MAAA number.
• Valid tax compliance status, verifiable via CSD or direct SARS PIN submission.
• Up-to-date CIPC company registration documents.
• Submission of a sworn affidavit or BBBEE certificate to claim preference points for 100% Black African ownership.
• Proven logistical capacity to deliver the specified quantities within an agreed timeframe.
• Full completion of mandatory administrative returnables, including the Bidder’s Disclosure (SBD 4) regarding conflicts of interest and the Preference Points Claim Form (SBD 6.1).

Key Terms and Conditions

80/20 Preference Point System: A standard South African public procurement scoring mechanism where 80 points are awarded based on price competitiveness and 20 points for specific transformation goals (in this case, full ownership by Black Africans). Lower bids score higher on price, while qualifying ownership claims earn the remaining points.

Sample Verification Process: Unlike typical goods tenders, this quotation mandates physical sample submission from the highest-scoring bidders. Samples are used to validate product authenticity, compatibility, and print quality before final contract award. Failure to submit compliant samples may result in disqualification or a restart of the procurement process.

Anti-Collusion (Cover-Quoting) Clause: Strict prohibition against multiple affiliated companies submitting competing quotes for the same contract. Discovery triggers immediate disqualification and potential blacklisting from public sector procurement.

Penalty and Termination Provisions: Late delivery incurs daily financial penalties calculated at the prevailing prime interest rate. Persistent non-performance, breach of warranty, or fraudulent practices may lead to unilateral contract termination and a restriction from doing business with the public sector for up to ten years.