Objectives

The primary objective of this tender is to secure a reliable and compliant supply of standardized office files for internal municipal operations. The procurement aims to ensure cost-effectiveness, timely delivery, and strict adherence to municipal supply chain management and preferential procurement regulations.

Scope

The tender covers the supply of 1,000 units of files. Delivery is required within a specified period following the placement of an order. The municipality reserves the right to accept or reject any or all bids, award the contract in whole or in part, or cancel the notice entirely. Quotations must remain valid for 30 days from the closing date.

Technical Requirements

• Product Specification: Files measuring 680x315mm with two pre-scored lines.
• Submission Format: Bids must be completed on official municipal forms (not re-typed), sealed, and clearly endorsed with reference REQ:26849.
• Delivery & Timing: Physical submission must occur by 12:00 on 11 September 2026. Late, faxed, emailed, or incomplete submissions will be automatically rejected.
• Pricing Structure: Quotations must itemize unit price, subtotal, 15% VAT, and grand total (excluding VAT).
• Mandatory Documentation: Tax Compliance Status (TCS) PIN or CSD number, sworn ownership affidavits, proof of disability or SASSA grants (if applicable), and signed declarations regarding past supply chain misconduct and collusive bidding.

Skills Requirements

No specialized technical, engineering, or professional skills are required for this procurement. Success depends entirely on administrative compliance, accurate completion of statutory bidding forms, adherence to submission deadlines, and the ability to provide verified documentation for tax clearance, ownership verification, and socio-economic goal claims.

Explanation of Unusual or Complicated Terms

• 80/20 Preferential Point System: Evaluation uses a weighted scoring model where 80 points are allocated to price competitiveness and 20 points to specific socio-economic transformation goals. This ensures that while value for money is prioritized, historically disadvantaged groups and local enterprises receive structured advantage.
• Specific Goals Documentation: Bidders must claim points based on verifiable criteria such as black ownership percentages (60% for full ownership, 30% for QSE/EME status), municipal proximity (rural/urban), and representation of youth, women, or persons with disabilities. Points are awarded only upon submission of sworn affidavits or certified proof.
• Independent Bid Determination Certificate: A legally binding declaration required by competition law, confirming that the bid was prepared independently without consultation, coordination, or agreement with competitors. Violations constitute bid-rigging and may result in criminal prosecution, debarment from public procurement for up to ten years, and contract cancellation.
• Declaration of Interest & Past SCM Practices: Mandatory disclosures requiring bidders to reveal any familial, financial, or employment ties to municipal officials involved in evaluation, as well as confirm no history of fraud, corruption, or contract default within the past five years. Failure to disclose results in automatic disqualification.