Supply and delivery of original oem cartridges for the south african post office

Supply and delivery of Original Equipment Manufacturer (OEM) Cartridges or equivalent products that meet functionality, quality, and quantity requirements with a lead time of five (5) working days upon receipt of Purchase Order.

Submit a signed letter on company letterhead confirming the following: - Willingness to supply and deliver Original Equipment Manufacturer (OEM) Cartridges or equivalent products. - Products must meet functionality, quality, and quantity requirements. - Delivery must occur within five (5) working days of receiving the Purchase Order from SAPO. Returnable document: Signed confirmation letter on company letterhead.

The bidder must be a legitimate supplier capable of providing original OEM cartridges (or equivalent) that satisfy SAPO’s quality and functional specifications, have the capacity to meet the stipulated five‑day delivery window, and be able to furnish a signed declaration on official company letterhead. Implicitly, the bidder should be registered and compliant with South African procurement regulations.

Supply and deliver Original Equipment Manufacturer (OEM) Cartridges or similar products that meet: - Specified functionality requirements. - Specified quality standards. - Specified quantities. - Lead time of within five (5) working days upon receipt of Purchase Order from SAPO.

The objective is to appoint a service provider for the supply and delivery of OEM cartridges or similar functional products on an as-and-when-required basis for a period of six months, with an option to renew for another six months.

{

"closingDate": "2026-08-28T11:00:00.000Z",

"briefingSession": null,

"clarificationDeadline": "2026-08-17"

}

{

"technicalContact": {

"name": "Thabang Tseke",

"email": "[email protected]",

"phone": null

},

"scmContact": {

"name": "Martin Lekhuleni",

"email": "[email protected]",

"phone": "012-845-2667"

},

"address": "SAPO Supply Chain Management, Cnr James Drive & Moreleta Street, Silverton, 0184"

}

• Submission Method: Proposals must be hand-delivered in a sealed envelope to the SAPO Tender Box at Cnr James Drive & Moreleta Street, Silverton, 0184.
• Deadline: 2026-08-28 at 11:00.
• Required Documentation:

• One (1) original proposal in an arch lever file (loose-leaf, not bound).
• One (1) electronic submission on a USB.
• Completed SBD 1 and SBD 4 forms.
• Confidentiality and Non-Disclosure Agreement.
• Certificate of Acquaintance with bid requirements.
• Latest CSD Report / MAAA number.
• Signed Annexure BL (Commitment Letter) and Annexure BR (Client References).

• Envelope Labeling Requirements:

• Name of bidder.
• Description of proposal.
• RFP number: RFP 26.27.10.
• Closing date and time.
• Name of the intended recipient.
• Bidder's name and address must be written on the reverse side.

• Disqualification Risks:

• Late submissions.
• Failure to provide all requested data/information.
• Non-compliance with specifications or instructions.
• Providing incorrect or misleading information.
• Submission of refurbished products (disqualified during testing).
• Failure to provide pricing for ALL cartridge types listed.

The evaluation follows a four-phase process:

• Phase 1: Gatekeeping Criteria (Mandatory):

• Completion of the Pricing Schedule for ALL cartridge types.
• Compliance with all bid conditions (SBD forms, experience, CSD, etc.).

• Phase 2: Bid Conditions:

• Submission of signed Commitment Letter (Annexure BL).
• Submission of minimum two (2) client references using Annexure BR template.
• Valid CSD registration.
• Tax compliance.
• Not being a restricted supplier.

• Phase 3: Commercial and Specific Goals:

• Price (80/100 or 90/10) vs. Specific Goals (20/100 or 10/10).
• Specific Goals include: Black-owned (≥51%), Youth-owned (≥51%), Women-owned (≥51%), or Disabled-owned (≥1%).
• Requires valid B-BBEE Certificate (SANAS accredited) or Sworn Affidavit (EMEs/QSEs).

• Phase 4: Due Diligence/Product Testing:

• Verification of client references.
• Product testing to ensure only original OEM cartridges are supplied (refurbished items will result in disqualification).

• Objective: Supply and delivery of original OEM cartridges or similar functional products on an as-and-when-required basis.
• Contract Duration: Six (6) months, with an option to renew for an additional six (6) months.
• Delivery Lead Time: Within five (5) working days from receipt of a Purchase Order.
• Delivery Location: SAPO Supply Chain Management, Cnr James & Moreleta Street, Pretoria, Silverton, 0184.
• Product Quality: Only original equipment manufacturer (OEM) cartridges are acceptable; refurbished products are strictly prohibited.
• Packaging: Each cartridge must indicate the order number, quantity, catalogue number, and product description on the label.
• Experience Requirement: Minimum of two (2) years experience in supplying OEM cartridges or similar functional products within the last three (3) years.

• Minimum Experience: Bidders must demonstrate at least two (2) years of experience in supplying OEM cartridges or similar functional products within the last three (3) years.
• Reference Verification: Bidders must submit at least two (2) client references using the Annexure BR template. SAPO reserves the right to verify these references.

• Product Testing: SAPO reserves the right to conduct inspections and product testing to ensure only original OEM cartridges are supplied.
• Disqualification: The supply of refurbished products is strictly prohibited and will lead to disqualification during testing.
• Due Diligence: SAPO may conduct due diligence to verify all information submitted in the bid proposal.

• Pricing Scope: Rates must include labour, equipment, materials, consumables, and delivery costs.
• VAT: All quotes must include VAT.
• Completeness: All items in the pricing schedule must be priced; failure to price all items results in disqualification.
• Estimates: Quantities provided are estimates and may increase or decrease during the contract period.

• Pricing Format: Must be quoted in South African Rands (ZAR).
• Pricing Scope: Rates must include all labour, equipment, materials, consumables, and delivery costs.
• VAT: All rates must be inclusive of VAT.
• Pricing Schedule: Bidders must provide pricing for ALL cartridge types listed in the schedule; failure to do so is a disqualification ground.
• Validity: Pricing must be valid for 180 days from the closing date.

• CSD: Mandatory registration on the National Treasury Central Supplier Database (CSD). Provide MAAA number or CSD Report.
• Tax: Must be tax compliant. A valid SARS Tax Compliance Status (TCS) PIN or CSD MAAA number is required.
• B-BBEE: Must submit a valid SANAS accredited B-BBEE Certificate or a Sworn Affidavit (for EMEs/QSEs). Consolidated certificates required for JVs/Consortia.
• SBD Forms: Must complete and submit SBD 1 and SBD 4 forms.
• Restricted Suppliers: Must not be on the National Treasury list of restricted suppliers.
• State Employees: Bidders must not be persons in the service of the state or companies with directors in the service of the state.

• Confidentiality: Bidders must adhere to the Non-Disclosure Agreement. All business information disclosed by SAPO is proprietary.
• Breach: Any breach of confidentiality constitutes a material breach. SAPO may seek legal relief or interdicts.
• Contractual Terms: The successful bidder will be required to sign a written contract (SBD7). The contract terms will be detailed in the final agreement between SAPO and the provider.

The evaluation is structured into four phases: 1. Gatekeeping (Pricing and Bid Conditions), 2. Bid Conditions (Commitment Letter, Experience, CSD, SBD forms, Tax), 3. Commercial (Price and Specific Goals), and 4. Due Diligence/Product Testing.