Tender Summary: Supply and Delivery of Stationery for Libraries

Objectives

The primary objective is to appoint a qualified service provider to supply and deliver essential stationery and printer consumables to Umdoni Municipality’s public library branches, ensuring uninterrupted administrative and operational functions.

Scope

The contract encompasses the supply and delivery of a comprehensive range of office and library stationery items, alongside specific printer toner and drum cartridges, to multiple municipal library locations. Key supplied items include:

• Paper products (A4 photocopying paper)
• Writing instruments (black/red pens, Pentel energel pens, correction pens)
• Adhesives and tapes (Prestik, Priti glue, Scotch Magic tape, Clear selotape, double-sided tape)
• Binding and filing supplies (Fellowes binding covers, binding rings, lever arch files, multi-punched pockets, laminating pouches)
• Office accessories (USB drives, exercise books, exam pads, staples, scissors, medals with book stickers)
• Printer consumables (Brother and HP toner cartridges and drum units compatible with specified printer models)

Delivery must be executed to designated library sites across Malangeni, Scottburgh, Sezela, and Umzinto according to agreed schedules.

Technical Requirements

• All goods must be new, unused, of the most recent models, and compliant with recognised industry standards.
• A minimum twelve-month warranty applies from the date of delivery and acceptance at the final destination.
• Bidders must strictly adhere to the listed quantities, descriptions, and compatibility requirements for toner/drums.
• Quotations must be presented on official company letterhead, signed, stamped, and hand-delivered to the municipality’s tender box before the closing deadline. Late submissions will be automatically rejected.
• Bids must remain valid for 120 days from the closing date.
• Suppliers must comply with the General Conditions of Contract, which govern delivery timelines, packaging standards, inspection rights, penalty calculations for delays, and dispute resolution procedures.
• Mandatory supporting documentation includes a valid CSD registration summary, SARS Tax Compliance Status PIN/certificate, company registration and director identification copies, B-BBEE verification certificate or sworn affidavit, VAT registration (if applicable), client references, and proof of physical address.

Skills and Experience Requirements

• Proven track record and experience in supplying stationery and office consumables to public sector or municipal entities.
• Mandatory registration on the Central Suppliers Database (CSD).
• Strong logistical and distribution capabilities to manage timely deliveries across multiple geographic library branches.
• Capacity to meet municipal evaluation criteria focusing on specification compliance, cost-effectiveness, execution capability, and B-BBEE compliance.

Notes on Unusual or Complicated Terms

• PPPFA Preference Point System (80/20 or 90/10): The evaluation uses a weighted scoring model where 80 or 90 points are allocated for price competitiveness, and the remaining 20 or 10 points are awarded for specific socio-economic goals. These goals prioritise enterprises that are 100% or 51% black-owned, as well as businesses located within the municipality, district, or province. The exact weighting is determined by the lowest acceptable tender value.
• Central Suppliers Database (CSD): A mandatory national government registry for all suppliers wishing to conduct business with state organs. Submission of a CSD summary report is required to qualify for consideration.
• General Conditions of Contract (GCC): A standardised National Treasury framework that dictates contractual obligations, including performance security, warranty claims, anti-collusion declarations, termination rights for default or insolvency, and liability limitations.