Objectives

The primary objective of this procurement is to secure a reliable, cost-effective one-off supply of genuine toner cartridges to maintain uninterrupted printing operations at GJ Crookes Hospital. The tender aligns with South African public procurement legislation, prioritising value for money, compliance with national supply chain management standards, and adherence to preferential procurement policies.

Scope

The scope encompasses the supply and delivery of 40 units of Brother TN 3350 toner cartridges directly to GJ Crookes Hospital in Scottburgh. The contract is structured as a single delivery event with a quotation validity period of 90 days. All pricing must be firm, inclusive of applicable taxes (VAT), and cover full delivery costs to the designated facility. Expired stock, second-hand items, and non-compliant brands are explicitly excluded from consideration.

Technical Requirements

• Product Specification: Strictly Brother brand/model TN 3350, black colour, plastic housing. No alternative brands or models will be accepted.
• Quality & Packaging: Must meet best quality standards, supplied in individual unit packaging. New, unused products only.
• Shelf Life: All delivered cartridges must have a minimum remaining validity of six months from the date of delivery.
• Warranty: Manufacturer warranty covering defects in design, materials, and workmanship for at least twelve months from delivery/acceptance or eighteen months from shipment, whichever occurs first.
• Delivery: Timely delivery to the hospital as specified by the bidder, with all transit risks and costs borne by the supplier until official receipt.

Skills Requirements

No specialised technical or engineering skills are mandated. However, bidders must demonstrate standard commercial and administrative competencies required for public sector contracting. This includes the ability to accurately complete mandatory Standard Bid Document (SBD) forms, maintain active Central Supplier Database (CSD) registration, prove tax compliance status, and provide valid B-BBEE verification documentation. Suppliers must also possess the logistical capacity to source genuine OEM consumables, manage inventory to prevent expiry, and execute timely deliveries while adhering to strict contract conditions, including penalty clauses for late performance and anti-collusion provisions.

Notes on Procurement Terms

• 80/20 Preference Point System: A standard South African public procurement scoring framework where 80 points are awarded for competitive pricing and 20 points for specific socio-economic goals (here, companies that are at least 51% Black-owned).
• CSD & Tax Compliance Verification: Mandatory national databases used by government entities to validate supplier legitimacy, financial standing, and tax clearance before contract award.
• Anti-Cover-Quoting Policy: Strict prohibition against multiple related or affiliated companies submitting competing bids for the same contract. Violation is classified as fraud and results in immediate disqualification.
• Prime Interest Rate Penalty: Financial penalty applied daily for delayed deliveries, calculated on the delivered price using the current prime interest rate until actual performance is completed.