A BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
CITY OF MASVINGO
DOMESTIC TENDER FOR THE
SUPPLY AND DELIVERY OF
GENUINE TONER CATRIDGES
TENDER NO. TR/04/2024
CLOSING DATE
15/03/2024
ENQUIRIES IN REGARD TO THIS TENDER SHOULD BE
MADE TO:
THE PROCUREMENT MANAGEMENT UNIT
CITY OF MASVINGO
P.O BOX 17
MASVINGO
TEL: 039-2262431-4
EMAIL: masvingocitypmu@gmail.com
ENQUIRIES TO BE MADE DURING WORKING HOURS
Page 1 of 21
A BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Standard Bidding Document for the Procurement of Genuine Toner Cartridges
Procurement Reference No: TR/04/2024
Procuring Entity: City of Masvingo
Date of Issue:08 March 2024
Page 2 of 21
A BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Table of Contents
Part 1: Bidding Procedures
Part 2: Statement of Requirements
Part 3: Contract
Page 3 of 21
BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF GENUINE
TONER CARTRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
PART 1: BIDDING PROCEDURES
References:
References to the Act are to the Public Procurement and Disposal of Public Assets Act
[Chapter22:23] and references to the Regulations are to the Public Procurement and Disposal of
Public Assets (General) Regulations (Statutory Instrument No. 5 of 2018). The terms and
requirements in the Act and Regulations govern the submission of Bids and should be read by all
Bidders.
Procurement Reference Number: TR/04/2024
Preparation of Bids
You are requested to bid for the supply of the goods specified in the Statement of Requirements
below, by completing and returning the following documentation:
1. the Bid Submission Sheet in this Part;
2. the Statement of Requirements in Part 2;
3. a copy of every document necessary to demonstrate eligibility in terms of section 28 (1) of the
Regulations;
4. Supplier Registration number showing that you are registered with the Procurement Regulatory
Authority of Zimbabwe;
5. A bid security or bid securing declaration in the format specified in this Part;
6. A copy of:
(i) Company profile that shows line of business
(ii) Certificate of incorporation
(iii) CR14
(iv) Proof of registration on the Procurement Regulatory Authority of Zimbabwe List of
Approved Suppliers list GC006 Computers, Printers, Photocopiers, Networking and
Accessories
(v) At least six (6) copies of bids with original clearly marked.
(vi) Signed Bid Securing declaration form
(vii) Valid tax clearance certificate.
(viii) A copy of NSSA certificate.
You are advised to carefully read the complete Bidding Document, as well as the General Conditions
of Contract which are available on the Authority’s website, before preparing your Bid. Part 3:
Contract is provided not for completion at this stage but to enable Bidders to note the Contract terms
they will enter into if their Bid is successful.
The standard forms in this document may be retyped for completion but the Bidder is responsible for
their accurate reproduction. All pages of the Bid must be clearly marked with the Procurement
Reference Number above and the Bidder’s name and any reference number.
Number of bids allowed
No Bidder may submit more than one bid, either individually or as a joint venture partner in another
Bid, except as a subcontractor. Where the procurement is divided into lots and packages, only one Bid
can be submitted. A conflict of interest will be deemed to arise if bids are received from more than
one Bidder owned, directly or indirectly, by the same person.
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF GENUINE
TONER CARTRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Clarification
Clarification of the bidding document may be requested in writing by any Bidder before 06 March
2024 and should be send to The Town Clerk, City of Masvingo, Box 17, Masvingo.
Validity of Bids
The minimum period for which the Bidder’s bid must remain valid is 60 days from the deadline for
the submission of bids.
Submission of Bids
Bids must be submitted in writing in a sealed envelope to the address below, no later than the date and
time of the deadline below. It is the Bidder’s responsibility to ensure that they receive a receipt
confirming submission of their bid that has correct details of the Bidder and the number of the Bid.
The Bidder must mark the envelope with the Bidder’s name and address and the Procurement
Reference Number, at least 6 copies of bids with one original copy clearly marked “ORIGINAL” and
at least 5 copies clearly marked “COPY”. In the event of any discrepancy between the original and
the copies, the original will prevail.
Late bids will be rejected. The Procuring Entity reserves the right to extend the bid submission
deadline but will notify all potential bidders who have collected the bidding documents of the
amended bid submission deadline.
Date of deadline: 15/03/2024 Deadline Time:
1000 Hours
Submission address: THE TOWN CLERK
CITY OF MASVINGO
BOX 17
MASVINGO
Means of acceptance: Tenders in sealed envelope clearly marked with the tender number must
be deposited in the tender box, Chamber Secretary’s office Civic Centre,
Robert Mugabe Way, Masvingo, during working hours. (0800-1630 Hrs)
Bid opening
Bidders and their representatives may witness the opening of bids, which will take place at the
submission address immediately following the deadline.
Withdrawal, amendment or modification of Bids
A Bidder may withdraw, substitute, or modify its Bid after it has been submitted by sending a written
notice, duly signed by an authorized representative. However, no Bid may be withdrawn, substituted,
or modified in the interval between the deadline for submission of Bids and the expiration of the
period of Bid validity specified by the Bidder or any extension of that period.
Delivery Requirements
The delivery period required (from the date of contract signing) and the final destination for delivery
are as indicated in the Delivery Schedule in Part 2.
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF GENUINE
TONER CARTRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Bid Prices and Discounts
The prices and discounts quoted by the Bidder in the Bid Submission Form and in the Price Schedules
must conform to the requirements specified below.
Prices must be quoted as specified in the Price Schedule included in Part 2 Statement of
Requirements. In quoting prices, the Bidder is free to use transportation through carriers registered in
any eligible country and similarly may obtain insurance services from any eligible country. Prices
quoted must include the following costs and components:
(a) For Goods
(i) the price of the Goods and the cost of delivery to the final destination, including the
relevant INCOTERM, as stated in the Delivery Schedule;
(ii) the custom duties to be paid on the Goods on entry in Zimbabwe, if not already
included;
(iii) Any other applicable import taxes;
(iv) any sales and other taxes due within Zimbabwe which will be payable on the Goods,
if not already included;
(v) any rebate or mark-up of the local agent or representative.
(b) for Related Services, (other than inland transportation and other services required to convey
the Goods to their final destination), whenever such Related Services are specified in the
Schedule of Requirements:
(i) The price of each item comprising the Related Services (inclusive of any
applicable taxes).
Bid Security
No bid security is required. Bidders must complete and sign the Bid Securing Declaration.
Evaluation of Bids
Bids will be evaluated using the following methodology:
1. Preliminary examination to confirm that all documents required have been provided, to confirm
the eligibility of Bidders in terms of section 28 (1) of the Regulations and to confirm that the Bid
is administratively compliant in terms of section 28 (2) of the Regulations.
2. Technical evaluation to determine substantial responsiveness to the specifications in the
Statement of Requirements;
3. Financial evaluation and comparison to determine the evaluated price of bids and to determine the
lowest evaluated bid.
Bids failing any stage will be eliminated and not considered in subsequent stages.
Evaluation criteria
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF GENUINE
TONER CARTRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
The Procuring Entity’s evaluation of a Bid will take into account, in addition to the Bid Price, the
following criteria and methodologies
(a) Delivery schedule: The specified Goods are required to be delivered by the date indicated in the
Delivery Schedule in Part 2. Bids offering delivery after the date shall be treated as non-
responsive.
(b) Deviation in payment schedule: The payment schedule is stated in the Special Conditions of
Contract (SCC) in Part 3. A Bidder may propose a deviation from the schedule and if the
deviation is considered acceptable to the Procuring Entity, the Bid will be evaluated by
calculating interest earned for any earlier payments involved in the terms outlined in the Bid as
compared with those stipulated in the SCC, at the rate of interest indicated by the Reserve Bank
of Zimbabwe on the closing date for submission of bids.
(c) Specific additional criteria:
-Payment terms and conditions.
- Delivery time.
Domestic Preference
A margin of preference, in accordance with the procedures outlined in section 8 of the Regulations,
will not apply.
Eligibility and Qualification Criteria
Bidders are required to meet the criteria in section 28 of the Act to be eligible to participate in public
procurement and to be qualified for the proposed contract. They must therefore provide any available
documentation and certify their eligibility in the Bid Submission Sheet. To be eligible, Bidders must:
1. have the legal capacity to enter into a contract;
2. not be insolvent, in receivership, bankrupt or being wound up, not have had business activities
suspended and not be the subject of legal proceedings for any of these circumstances;
3. have fulfilled their obligations to pay taxes and social security contributions in Zimbabwe;
4. not have a conflict of interest in relation to this procurement requirement;
5. not be debarred from participation in public procurement under section 72 (6) of the Act and
section 74(1) (c), (d) or (e) of the Regulations or declared ineligible under section 99 of the Act;
6. have the nationality of an eligible country as specified in the Special Conditions of Contract; and
7. have been registered with the Authority as a Supplier and have paid the applicable Supplier
Registration Fee set out in Part III of the Fifth Schedule to the Regulations.
Participation in this bidding procedure is open to Zimbabwean bidders.
Origin of Goods
All goods and related services must have as their country of origin an eligible country, as specified in
the Special Conditions of Contract.
Technical Criteria
The Technical Specifications Sheet details the minimum specification of the goods required. The
goods offered must meet this specification, but no credit will be given for exceeding the specification.
Currency
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF GENUINE
TONER CARTRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Tenders should be priced in United States Dollars for the purpose of evaluation only and
payable in Local currency using current interbank rate on the date of payment.
Award of Contract
The lowest evaluated bid, after application of any additional evaluation criteria, including any margin
of preference, which is substantially responsive to the requirements of this bidding document will be
recommended for award of contract. The proposed award of contract will be by issue of a Notification
of Contract Award in terms of section 55 of the Act which will be effective until signature of the
contract documents in accordance with Part 3: Contract. Unsuccessful Bidders will receive the
Notification of Contract Award and, if they consider they have suffered prejudice from the process,
they may within 14 days of receiving this Notification, submit to the Procuring Entity a Challenge in
terms of section 73 of the Act, subject to payment of the applicable fee set out in section 44 of and the
Third Schedule to the Regulations.
Right to Reject
The Procuring Entity reserves the right to accept or reject any Bids or to cancel the procurement
process and reject all Bids at any time prior to contract award.
Corrupt Practices
The Government of Zimbabwe requires that Procuring Entities, as well as Bidders and Contractors,
observe the highest standard of ethics during the procurement and execution of contracts. In pursuit of
this policy:
1. the Procuring Entity will reject a recommendation for award if it determines that the Bidder
recommended for award has, directly or through an agent, engaged in corrupt, fraudulent,
collusive or coercive practices in competing for the Contract or been declared ineligible to be
awarded a procurement contract under section 99 of the Act;
2. the Authority may under section 72 (6) of the Act impose the sanctions under section 74 (1) of the
Regulations; and
3. any conflict of interest on the part of the Bidder must be declared.
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF GENUINE
TONER CARTRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Bid Submission Sheet
{Note to Bidders: Complete this form with all the requested details and submit it as the first page of
your Bid. Attach the completed Statement of Requirements and any other documents requested in
Part 1. Ensure that your Bid is authorised in the signature block below. A signature and
authorisation on this form will confirm that the terms and conditions of this Bid prevail over any
attachments. If your Bid is not authorised, it may be rejected. If the Bidder is a Joint Venture (JV),
the Bid must be signed by an authorized representative of the JV on behalf of the JV, and so as to be
legally binding on all the members as evidenced by a power of attorney signed by their legally
authorized representatives.
Bidders must mark as “CONFIDENTIAL” information in their Bids which is confidential to their
business. This may include proprietary information, trade secrets or commercial or financially
sensitive information}.
Procurement Reference Number:
Subject of Procurement:
Name of Bidder:
Bidder’s Reference Number:
Date of Bid:
We offer to supply the items listed in the attached Statement of Requirements, at the prices indicated
on the attached Price Schedule and in accordance with the terms and conditions stated in your Bidding
Document referenced above.
We confirm that we meet the eligibility criteria specified in Part 1: Procedures of Bidding.
We declare that we are not debarred from bidding and that the documents we submit are true and
correct.
The validity period of our bid is: ……… {days} from the date of submission.
We confirm that the prices quoted in the attached Price Schedule are fixed and firm for the duration of
the validity period and will not be subject to revision, variation or adjustment.
Bid Authorised by:
Signature …………………………….. Name: ……………………………………
Position: …………………………….. Date: …………………….……(DD/MM/YY)
Authorised for and on behalf of:
Company ……………………………………………………………………………………
Address: ……………………………………………………………………………………
…………………………………………………………………………………….
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BIDDING DOCUMENT FOR SUPPLY, AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
PART 2: STATEMENT OF REQUIREMENTS
Name of Bidder:
Bidder’s Reference Number:
List of Goods and Price Schedule
Currency of Bid: US$
…………………….……..
Item Unit
Description of Goods UoM Quantity Total Price
No Price
[to be
provided [to be provided
by the by the Bidder]
Bidder]
1 TALLY GENICOM 6800/6600 20
(GENUINE)
2 TONER CATRIDGE HP 259 30
(GENUINE)
3 TONER CATRIDGE HP05A 30
(GENUINE)
4 TONER CATRIDGE HP 83A 10
(GENUINE)
5 TONER CARTRIDGE HP 85A 10
(GENUINE)
6 TONER CARTRIDGE HP 80A 10
(GENUINE)
7 TONER CARTRIDGE HP 26A 20
(GENUINE)
8 TONER CATRIDGE 17A (GENUINE) 10
9 TONER CATRIDGE 230A 10
(GENUINE)
10 TONER CARTRIDGE HPCF531A 10
CYAN (GENUINE)
11 TONER CARTRIDGE HPCF533A 10
MAGENTA (GENUINE)
12 TONER CARTRIDGE HPCF532 10
YELLOW (GENUINE)
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BIDDING DOCUMENT FOR SUPPLY, AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
13 TONER CARTRIDGE HPCF530 20
BLACK (GENUINE)
14 USB MOUSE (GENUINE) 20
15 USB KEYBOARDS (GENUINE) 20
16 FLASH DRIVE 32gig (GENUINE) 50
17 FLASH DRIVE 64gig (GENUINE) 30
18 TONER 415A W2030A HP BLACK 70
(GENUINE)
19 TONER 415A W2031A HP BLUE 42
(GENUINE)
20 TONER 415A W2032A HP 42
YELLOW (GENUINE)
21 TONER 415A W2033A HP 42
MAGENTA (GENUINE)
22 TONER 207A W2210A HP BLACK 15
(GENUINE)
TONER 207A W2212A HP 10
23
YELLOW (GENUINE)
24 TONER 207A W2213A HP 10
MAGENTA (GENUINE)
25 TONER 207A W2211A HP CYAN 10
(GENUINE)
26 TONER HP 151A W1510A BLACK 36
(GENUINE)
Note 2: Unit and total prices must be for delivery through to the final destination stated in Part 1. The price to
be quoted in the Price Schedule must be the total price of the bid, including any discounts offered.
Delivery Schedule
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BIDDING DOCUMENT FOR SUPPLY, AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Name of Bidder:
Bidder’s Reference Number:
{Note to Bidders: If the delivery period offered, or any other details, differ from the requirements below, this
should be stated in your tender}.
Delivery Date
Required by
Physic Procuring Bidder’s offered
Item No Description of Goods Quantity
al Unit Entity and Delivery period
applicable
INCOTERM
Within 7 days
from the date of
signing the {to be provided
contract-DDP- by the Bidder}
Masvingo City
Central Stores.
TALLY GENICOM 6800/6600
1 (GENUINE) 20
TONER CARTRIDGE HP 259A
2 (GENUINE) 30
TONER CARTRIDGE HP 05A
3 (GENUINE) 30
TONER CARTRIDGE HP 83A
4 (GENUINE) 10
TONER CARTRIDGE HP 85A
5 (GENUINE) 10
TONER CARTRIDGE HP 80A
6 (GENUINE) 10
TONER CARTRIDGE HP 26A
7 (GENUINE) 20
TONER CARTRIDGE HP 17A
8 (GENUINE) 10
TONER CARTRIDGE HP 230A
9 (GENUINE) 10
TONER CARTRIDGE HP CF531A
10 CYAN (GENUINE) 10
11 TONER CARTRIDGE HP CF533A 10
MAGENTA (GENUINE)
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BIDDING DOCUMENT FOR SUPPLY, AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
TONER CARTRIDGE HP CF532A
12 YELOW (GENUINE) 10
TONER CATRIDGE HP CF530
13 BLACK (GENUINE) 20
USB KEY BOARD
14 20
USB MOUSE (GENUINE)
15 20
FLAHDRIVE 32GIG (GENUINE)
16 50
FLASH DRIVE 64gig (GENUINE)
17 30
TONER 415 W2030A HP BLACK
18 70
(GENUINE)
TONER 415 W2031A HP BLUE
19 42
(GENUINE)
TONER 415 W2032 HP
20 42
YELLOW (GENUINE)
TONER 415 W2033 HP
21 42
MAGENTA (GENUINE)
TONER 207A W2210A HP
22 15
BLACK (GENUINE)
TONER 207A W2212A HP
23 10
YELLOW (GENUINE)
TONER 207A W2213A
24 10
HPMAGENTA
TONER 207A W2211A HP
25 10
CYAN (GENUINE)
TONER HP 151A W1510A
26 36
BLACK (GENUINE)
The delivery period required is measured from the date of the signing of the Contract between the
Procuring Entity and the Bidder.
The Project Site for delivery of the MASVINGO CITY COUNCIL, CIVIC CENTRE
product is the final destination: OFFICES, R. MUGABE WAY, MASVINGO.
Technical Specification and Compliance Sheet
Name of Bidder:
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BIDDING DOCUMENT FOR SUPPLY, AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
Bidder’s Reference Number:
The Goods and Related Services must comply with following Technical Specifications and Standards:
[Columns a and b are completed by the Procuring Entity. Column c must be completed by the Bidder
to indicate the full specification of the items offered and their compliance with the specification
required (in Column b)]
a b c
Item {Confirm full specification of Quant
No Item description and full ity
Quant items offered by Bidder and
technical Specification required ity compliance of items to detail in
(including applicable standards)
column b}
1 TALLY GENICOM 6800/6600
(GENUINE) 20
TONER CARTRIDGE HP 259A
2
(GENUINE) 30
TONER CARTRIDGE HP 05A
3
(GENUINE) 20
4 TONER CARTRIDGE HP 83A
(GENUINE) 20
5 TONER CARTRIDGE HP 85A
(GENUINE) 10
6 TONER CARTRIDGE HP 80A
(GENUINE) 10
7 TONER CARTRIDGE HP 26A
(GENUINE) 20
8 TONER CARTRIDGE HP 17A
(Genuine) 10
9 TONER CARTRIDGE HP 230A
(GENUINE) 10
TONER CARTRIDGE HP CF531A
10
CYAN (GENUINE) 10
11 TONER CATRIDGE HP CF533A
10
MAGENTA (GENUINE)
12 TONER CATRIDGE HPCF532A 10
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BIDDING DOCUMENT FOR SUPPLY, AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
YELLOW (GENUINE)
13 TONER CATRIDGE HPCF530A
20
BLACK (GENUINE)
14 USB MOUSE (GENUINE) 20
15 USB KEYBOARDS (GENUINE) 20
16 FLASH DRIVE 32 GIG (GENUINE) 50
17 FLASH DRIVE 64 GIG (GENUINE) 30
18 TONER 415 W2030A HP BLACK
70
(GENUINE)
19 TONER 415 W031A HP BLUE
42
(GENUINE)
TONER 415 W2032 HP YELLOW
20 42
GENUINE)
21 TONER 415 W2033A HP
42
MAGENTA (GENUINE)
TONER 207A W2210 HP BLACK
22 15
(GENUINE)
23 TONER 207A W2212A HP
10
YELLOW (GENUINE
24 TONER 207A WMAGENTA
10
(GENUINE)
25 TONER 207A W2211A HP CYAN
10
(GENUINE)
26 TONER HP 151A W151OA BLCK
36
(GENUINE)
The detailed technical evaluation will examine the technical specification of the items offered in
column c and determine whether this meets the minimum specification in column b. Bidders must
complete column c or their tender will be rejected. Bidders are required to include technical
literature to positively support the details provided in column c.
Declaration by the Accounting Officer
I declare that the procurement is based on neutral and fair technical requirements and bidder
qualifications.
Eng.E.Mukaratirwa Town Clerk ……………………………
NAME DESIGNATION SIGNATURE
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BIDDING DOCUMENT FOR SUPPLY, AND DELIVERY OF
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PROCUREMENT REFERENCE NO: TR/04/2024
Bid-Securing Declaration
{The Bidder must fill in this Form in accordance with the instructions indicated, where it has
been stated in the Bidding Procedures that a Bid-Securing Declaration is a requirement of
bidding}.
Procurement Reference number:
Date: …………………..………….[date (in day, month and year format)]
Bidder’s Reference Number:
To: {full name of Procuring Entity}
We, the undersigned, declare that:
We understand that, according to the terms and conditions of your bidding documents, bids must be
supported by a Bid-Securing Declaration.
We accept that we may be debarred from bidding for any contract with a Procuring Entity in
Zimbabwe for a period of time to be determined by the Authority, if we are in breach of our
obligation(s) under the bidding conditions, because:
(a) we have withdrawn our Bid during the period of Bid validity; or
(b) having been notified of the acceptance of our Bid by the Procuring Entity during the period of
bid validity, we fail or refuse to execute the Contract.
We understand this Bid Securing Declaration will expire if we are not the successful Bidder, either
when we receive your notification to us of the name of the successful Bidder, or twenty-eight days
after the expiration of our Bid, whichever is the earlier.
Signed …………………………….. Name: …………………………………
…
In capacity of: …………………………….. Date: …………………….(DD/MM/YY)
Duly authorised for and on behalf of:
Company ……………………………………………………………………………………
Address: ……………………………………………………………………………………
…………………………………………………………………………………….
Corporate Seal(where appropriate)
{Note: In case of a Joint Venture, the Bid Securing Declaration must be in the name of all the
partners to the Joint Venture that submits the Bid.}
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PROCUREMENT REFERENCE NO: TR/04/2024
PART 3 CONTRACT
Contract Agreement
Procurement Reference:
THIS CONTRACT AGREEMENT is made the [insert: date] day of [insert: month],
[insert: year].
BETWEEN
(1) MASVINGO CITY COUNCIL, a Local Authority under the Ministry of Local
Government, Public Works and infrastructure development of the Government of
Zimbabwe,and having its principal place of business at Masvingo City Council
Box 17 Masvingo (hereinafter called “the Procuring Entity”), and
(2) ………………….. , a corporation incorporated under the laws of ……………………
and having its principal place of business at ……………………….. (hereinafter
called “the Contractor”).
WHEREAS the Procuring Entity invited Bids for certain Goods and ancillary services, viz.,
Medical Aid Administration System and has accepted a Bid by the Contractor for the supply of
those Goods and Services in the sum of [insert Contract Price in words and figures,
expressed in the Contract currency] (hereinafter called “the Contract Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are assigned
to them in the General and Special Conditions of Contract referred to below.
2. The following documents shall constitute the Contract between the Procuring Entity and
the Contractor, and each shall be read and construed as an integral part of the Contract:
(a) This Contract Agreement;
(b) Special Conditions of Contract;
(c) General Conditions of Contract;
(d) Technical Requirements (including Schedule of Requirements and Technical
Specifications);
(e) The Contractor’s Bid, original Price Schedules and Delivery Schedule;
(f) The Procuring Entity’s Notification of Contract Award;
3. This Contract Agreement shall prevail over all other Contract Documents. In the event
of any discrepancy or inconsistency within the Contract Documents, then the
documents shall prevail in the order listed above.
4. In consideration of the payments to be made by the Procuring Entity to the Contractor
as mentioned below, the Contractor hereby agrees with the Procuring Entity to provide
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF
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PROCUREMENT REFERENCE NO: TR/04/2024
the Goods and Services and to remedy any defects in them in conformity with the
Contract.
5. The Procuring Entity hereby agrees to pay the Contractor in consideration of the
provision of the Goods and Services and the remedying of any defects in them, the
Contract Price or such other sum as may become payable under the Contract at the
times and in the manner prescribed by the Contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with the laws of Zimbabwe on the day, month and year indicated above.
For and on behalf of the Procuring Entity
Signed: ………………………………………..
Name:
In the capacity of: [Title or other appropriate designation]
For and on behalf of the Contractor
Signed: ………………………………………..
Name:
In the capacity of: [Title or other appropriate designation]
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PROCUREMENT REFERENCE NO: TR/04/2024
General Conditions of Contract
Any resulting contract is subject to the Zimbabwe General Conditions of Contract (GCC) for the
Procurement of Goods (copy available on request) except where modified by the Special Conditions
below.
Special Conditions of Contract
Procurement Reference Number: TR/03/2024
The clause numbers given in the first column correspond with the relevant clause number of the
General Conditions of Contract.
GCC Special Conditions
reference
GCC 7.5 Eligible Countries: ZIMBABWE
GCC 8.1 Notices: Any notice shall be sent to the following addresses:
For the Procuring Entity, the address shall be as given in the Contract document and
the contact shall be THE TOWN CLERK, MASVINGO CITY COUNCIL, CIVIC
CENTRE, ROBERT MUGABE WAY, MASVINGO. For the Contractor, the
address shall be as given in the Bid and the contact shall be {state name of contact}
GCC 19.1 Liquidated Damages: Liquidated Damages in terms of section 88 of the Act shall
apply. 1% of the contract sum shall be charged to the Supplier for each day
delayed up to a maximum of 10 days.
ZB Bank prevailing interest rate shall be charged to the Procuring Entity after
7 days from the due date of payment.
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
GCC Special Conditions
reference
GCC 21.2 Packing, Marking and Documentation: The goods shall meet the following special
packing requirements in addition to the general requirements stated in GCC clause
21.1
Upon or before delivery of the Goods, the Contractor shall notify the Procuring
Entity in writing and deliver the following documents to the Procuring Entity:
(i) one original and two copies of the Contractor’s invoice, showing the
Procuring Entity, the Contract number, Goods’ description, quantity, unit
price, and total amount. Invoices must be signed in original;
(ii) two copies of delivery note, road consignment note, truck or air waybill, or
multimodal transport document showing Procuring Entity as the consignee
and delivery through to final destination as stated in the Contract;
(iii) copy of the Insurance Certificate, showing the Procuring Entity as the
beneficiary;
(iv) four copies of the packing list identifying contents of each package;
(v) one original of the manufacturer’s or Contractor’s Warranty certificate
covering all items supplied;
(vi) original copy of the Certificate of Inspection furnished to the Contractor by
the nominated inspection agency and six copies (where inspection is
required);
The above documents shall be received by the Procuring Entity before arrival of the
Goods and, if not received, the Contractor will be responsible for any consequent
expenses.
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BIDDING DOCUMENT FOR SUPPLY AND DELIVERY OF
GENUINE TONER CATRIDGES
PROCUREMENT REFERENCE NO: TR/04/2024
GCC Special Conditions
reference
GCC 22.1 Insurance: The Goods shall be insured as specified in the Incoterms.
GCC 23.1 & Inspections and tests: the tests and/or inspections of the Goods and Related
23.2 Services that the Contractor is required to carry at its own expense are to be carried
out Central Stores by Technical Personnel.
GCC 25.1 Warranty: The period of the warranty shall be 3months.
GCC 25.6 Failure to remedy a defect: The period allowed to the Contractor to remedy a
defect during the period of the Warranty shall be 14 days.
GCC 29.1 Price adjustments: The following price adjustments are applicable where
government regulates a Statutory Instrument that has a direct impact to the final
price the goods.
GCC 30.1 Terms of Payment: The structure of payments shall be: No advance payments shall
be made.
On Delivery: The Contract Price shall be paid within a maximum of thirty (30) days
of receipt of the Goods after the date of the acceptance certificate for the respective
delivery issued by the Procuring Entity.
GCC 31.1 Contract Administration Fee: The Contract Administration Fee set out in Part V of
the Fifth Schedule of the Regulations is due upon the signing of the Contract.
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