RFQ: supply and delivery of toners – inxuba yethemba local municipality

Project Manager (Technical/Quotation Inquiries):

• Name: Ms. O. Tshona
• Phone: +27 (0)48 801 5031
• Email: [email protected]

Supply Chain Management (SCM) Inquiries:

• Name: Tandolwetu Petelo
• Phone: +27 (0)48 801 5159
• Email: [email protected]

Submission Address:

Registry Office, Inxuba Yethemba Municipality, No. 1 JA Calata Street, Cradock, 5880.

General Municipality Contacts:

• Cradock Office: Tel +27(0)48 801 5000, Fax +27(0)48 881 1421
• Middelburg Office: Tel +27(0)49 842 1337, Fax +27(0)49 842 1310

Submit a sealed, signed quotation in a marked envelope to the bid box at Registry Office, No. 1 JA Calata Street, Cradock, 5880, before 12:00 on 24 July 2026. No email submissions allowed.

Required documents to include:

• Signed quotation or company-stamped annexure
• Municipal utility bill or lease agreement (proof of account status)
• Municipal declarations: MBD 4 and MBD 9
• CSD report (mandatory)
• Tax compliance certificate or SARS PIN
• B-BBEE Status Level Certificate (failure to submit = loss of preference points)
• Certified copies of directors' identity documents
• Declaration of Interest form (from Supply Chain Office)

Disqualification risks:

• Late or incomplete submissions
• Use of SBD Forms (explicitly prohibited)
• Missing B-BBEE certificate (loses preference points)

Quotations must remain valid for 60 days from closing date. Municipality reserves the right to award in full or in part.

Submission method:

• Sealed envelope marked “QUOTATION NO: IYM07/07/2026Q (SUPPLY AND DELIVERY OF STATIONERY (TONERS))”
• Deliver to bid box at Registry Office, No. 1 JA Calata Street, Cradock, 5880
• Deadline: Before 12:00 on 24 July 2026
• No email submissions allowed

Quotes evaluated using the 80/20 preferential point system.

Preference points allocation (20 points total):

• Locality (50% of 20 points = 10 points):
• Enterprise within Inxuba Yethemba Local Municipality: 10 points
• Enterprise within Chris Hani District Municipality: 8 points
• Enterprise within Eastern Cape: 5 points
• Enterprise within South Africa: 2 points
• Enterprise from outside South Africa: 0 points
• B-BBEE (50% of 20 points = 10 points):
• 100% Black-owned firms: 10 points

Requirements for points:

• Municipal account must be submitted for locality points.
• B-BBEE certificate or sworn affidavit must be submitted for B-BBEE points.

Failure to submit B-BBEE certificate results in loss of preference points.

Submission of SBD Forms leads to disqualification.

Supply and delivery of the following toners:

1. HP Office Jet Pro 938 (10 units each):

• Black
• Cyan
• Magenta
• Yellow

2. HP Laser Jet 89A Black (10 units)
3. HP Laser Jet 415A (10 units each):

• Black
• Cyan
• Magenta
• Yellow

4. Brother Toner 3437 (10 units)
5. HP Office Jet Pro 953 (10 units each):

• Black
• Cyan
• Magenta
• Yellow

Pricing must include VAT @ 15% unless bidder is non-VAT registered. Quotation must include unit price and total price per line item.

Pricing must be submitted in the provided schedule format with:

• Unit price per toner
• Total price per line item
• VAT @ 15% (inclusive unless non-VAT registered)

Payment terms:

• Payment issued within 30 days after delivery of goods.

Note: Municipality reserves the right to award in full or in part. All prices evaluated inclusive of VAT unless bidder is non-VAT registered.

Mandatory compliance documents:

• Central Supplier Database (CSD) registration (mandatory for all suppliers)
• CSD report (must be submitted with quotation)
• Tax compliance certificate or SARS PIN
• B-BBEE Status Level Certificate (failure to submit = loss of preference points)
• Certified copies of directors' identity documents
• Municipal utility bill or lease agreement (proof of account status)
• Municipal declarations: MBD 4 and MBD 9
• Declaration of Interest form (from Supply Chain Office)
• Signed quotation or company-stamped annexure

Disqualification risks:

• Submission of SBD Forms (explicitly prohibited)
• Missing B-BBEE certificate (loses preference points)
• Late or incomplete submissions

Additional notes:

• Quotations must be valid for 60 days from closing date.
• Inxuba Yethemba Municipality Supply Chain Management policy applies.

All suppliers must:

• Register on the Central Supplier Database (CSD) at www.csd.gov.za
• Submit a Declaration of Interest form (available from Supply Chain Office)