Objectives

The primary objective of this tender is to secure a reliable and compliant supplier capable of providing standard office stationery to administrative officials at the Cape Town workshop facility. The procurement aims to achieve cost-effective acquisition, timely delivery, and consistent product quality while adhering to South African public procurement legislation. Additionally, the tender seeks to advance transformation goals by allocating preference points to historically disadvantaged enterprises and locally operating businesses.

Scope

The contract encompasses the supply and delivery of a comprehensive range of stationery items required for daily administrative operations. The scope includes, but is not limited to:

• Writing Instruments: Black and red ballpoint pens, HB pencils, permanent markers (black, red, blue, green), and pencil sharpeners.
• Filing & Storage: Lever arch files, corrugated collapsible file storage boxes (multiple sizes), and elastic bands.
• Desk Accessories: Ambidextrous scissors, staple removers, staples, paper clips (various sizes), and 30cm rulers.
• Adhesives & Notes: Prestik adhesive, Sellotape rolls, assorted sticky notes, repositionable notes, and self-adhesive flags.

Bidders must quote unit prices and total quantities as specified in the pricing schedule. All delivery costs must be included in the quoted price, and goods must be delivered to the designated destination within the contract validity period.

Technical Requirements

All supplied goods must conform to the specifications and quality standards outlined in the tender documentation. Key technical obligations include:

• Packaging & Transit Protection: Goods must be packed securely to withstand rough handling, extreme temperatures, moisture, and open storage during transit.
• Delivery Compliance: Deliveries must align with the prescribed schedule and location. Late deliveries may incur penalties calculated using the prime interest rate.
• Warranty: The supplier warrants that all items are new, unused, and free from design, material, or workmanship defects. The warranty period is a minimum of twelve (12) months after delivery or acceptance, or eighteen (18) months from shipment, whichever occurs first.
• Inspections & Testing: The purchaser reserves the right to inspect, test, or analyze goods before, during, or after delivery. Non-compliant items may be rejected at the supplier's cost.
• Pricing Accuracy: The grand total on the pricing schedule must exactly match the amount declared on the official invitation-to-bid form. Inconsistencies will result in disqualification.

Skills & Compliance Requirements

Bidders must demonstrate strong administrative, logistical, and financial management capabilities to fulfill contract obligations without disruption. Mandatory compliance requirements include:

• Active registration on the National Treasury’s Central Supplier Database (CSD).
• Valid Tax Compliance Status (TCS) or SARS-issued PIN.
• Submission of completed statutory disclosure forms, BBBEE documentation, and preference point claim forms.
• Ability to furnish performance security (e.g., bank guarantee or certified cheque) upon contract award.
• Capacity to manage inventory, coordinate deliveries, and honor warranty claims within stipulated timeframes.

Explanation of Key Terms

• 80/20 Scoring System: A procurement evaluation method where 80 points are awarded for competitive pricing and 20 points for meeting specific socio-economic goals. Lower bids score higher on price.
• Specific Goals: Preference points allocated to support transformation, including enterprises owned by black individuals (10 points), black women (4 points), persons with disabilities (2 points), black youth (2 points), and businesses located within the relevant municipality/province (2 points).
• GCC (General Conditions of Contract): Standard legal clauses governing public sector contracts, covering delivery, warranties, penalties, dispute resolution, termination, and anti-collusion provisions.
• Performance Security: A financial guarantee required from the successful bidder to ensure contract fulfillment. It protects the purchaser against losses if the supplier fails to perform.
• TCS & CSD: Government-mandated verification systems. TCS confirms a supplier's tax standing via SARS, while CSD is the national database for registering and validating all state suppliers.