Objectives

The primary objective is to secure a reliable supplier capable of providing a comprehensive range of office stationery and related supplies to the KwaZulu-Natal Department of Health. The aim is to ensure timely delivery of high-quality, compliant goods that meet the department’s operational needs while adhering to public procurement regulations and socio-economic transformation targets.

Scope

The tender covers the supply and delivery of forty-four distinct stationery items to a designated Department of Health facility in Pietermaritzburg. The scope includes, but is not limited to:

• Writing and marking instruments (pens, pencils, permanent markers, highlighters)
• Adhesives and fasteners (glue sticks, Sellotape, staples, staplers, staple removers, rubber bands)
• Paper products and storage (manila and window envelopes, coloured and white cardboard, hardcover books, exam pads, lever arch files, folder files, paper clips, press tabs)
• Office accessories (self-inking stamps, scissors, rulers, thimbles, indexing flags, endorsing ink, USB memory sticks)

Quantities are specified per item. All goods must be delivered to the prescribed location, with delivery costs fully inclusive in the quoted price. The quotation validity period is ninety days, and the contract duration will be determined upon award.

Technical Requirements

• Specification Compliance: All items must strictly match the detailed specifications regarding size, colour, material, and packaging. Approved brand equivalents are permitted (e.g., Trodat Printy 4727 stamps, Artline thick-tip pens, Rexel 100 staplers, Duracell batteries).
• Quality & Shelf Life: Products must be new, unused, and possess a minimum remaining shelf life of six months from the date of delivery. Expired or second-hand goods will be automatically rejected.
• Standards: Where applicable, goods must conform to South African National Standards (SANS/SABS).
• Delivery & Packaging: Bidders must state a clear delivery period. Packing must prevent damage during transit and comply with standard handling requirements.
• Samples: Samples may be requested for scrutiny against specifications. Failure to provide requested samples results in disqualification.
• Warranty: A twelve-month warranty from acceptance or eighteen months from shipment (whichever occurs first) applies to all supplied goods.
• Documentation: Quotations must use official forms, include firm pricing, and clearly indicate VAT status if registered.

Skills Requirements

No specialised technical certifications are mandated. However, bidders must demonstrate:

• Proven sourcing and inventory management capabilities to consistently supply the full range of listed stationery items.
• Established logistics and distribution networks to ensure reliable, on-time delivery to the specified provincial health facility.
• Financial stability and operational capacity to fulfil order volumes without supply chain disruption.
• Familiarity with South African public supply chain management practices, including accurate completion of mandatory returnable documents and compliance with audit verification processes.
• Ability to promptly produce product samples and provide necessary compliance documentation upon request.

Key Procurement Terms & Conditions

• 80/20 Preference Point System: A standard South African procurement model allocating 80 points to competitive pricing and 20 points to specific socio-economic goals. Full points are awarded exclusively to enterprises that are one hundred percent owned by Black African women.
• Central Suppliers Database (CSD) Registration: Mandatory national registration required for all bidders. Quotes from unregistered or failed-verification suppliers will be disqualified.
• Delay Penalties: Failure to deliver within the agreed timeframe incurs daily financial penalties calculated using the prevailing prime interest rate until actual delivery is completed.
• Performance Security: Successful bidders must furnish a bank guarantee or certified cheque within thirty days of contract award to secure履约 obligations.
• Termination & Restriction: Persistent default, fraudulent declarations, or corrupt practices may result in contract cancellation, financial claims for excess replacement costs, and potential debarment from public sector contracts for up to ten years.