Objectives

The primary objective of this tender is to appoint a qualified service provider to supply and deliver a comprehensive range of office stationery and administrative consumables exclusively for the Office of the Municipal Manager at Umdoni Municipality. The procurement seeks to ensure cost-effective sourcing, reliable logistics, strict adherence to municipal supply chain regulations, and alignment with national preferential procurement policies.

Scope

The contract encompasses the supply and delivery of thirty-four distinct stationery items to the municipality's designated premises in Scottburgh. The scope includes:

• Writing Instruments: Ballpoint pens (black, red, fine point), correction tapes, permanent marking pens, and multicolour highlighter sets.
• Paper Products: A4 and A3 white paper, green A4 colour paper, and assorted reams of standard office stock.
• Filing & Organisation: Hardcover books (various sizes), exam pads, file folders, plastic dividers, document fasteners, arch lever files, and multicolour paper clips.
• Office Equipment & Accessories: Calculators, staplers, hole punches, USB drives, leather and white boards, desk pen sets, sign-in stickers, page indicators, drawing pins, and various envelope types (A4 white/brown, DL self-stick).

All items must be delivered in accordance with the specified quantities and brand/model references provided in the specification schedule.

Technical Requirements

• All goods must be brand new, unused, and represent the most current models available, free from defects in design, materials, or workmanship.
• Suppliers must strictly comply with listed specifications and designated brands (e.g., Pentel, Pritt, Pilot, Rexel, Mondi) where explicitly stated.
• Packaging must be durable enough to prevent damage, deterioration, or environmental exposure during transit and storage.
• A warranty period of twelve (12) months from delivery acceptance or eighteen (18) months from shipment (whichever expires first) is mandatory for all supplied goods.
• Bidders must hold active registration on the Central Suppliers Database (CSD) and submit proof of tax compliance via SARS.
• Quotations must remain valid for a minimum of one hundred and twenty (120) days from the closing date.
• Mandatory compliance documentation includes a valid B-BBEE certificate or sworn affidavit, company registration, VAT certificate (if applicable), tax pin sheet, director IDs, and proof of residence.

Skills Requirements

This tender does not require specialised technical expertise, engineering qualifications, or advanced professional certifications. Success relies primarily on operational and logistical capability. The supplier must demonstrate proficiency in inventory consolidation, accurate order fulfillment, and timely distribution of diverse stationery items. Additionally, bidders must possess strong administrative competence to navigate municipal procurement frameworks, correctly complete standardised bidding forms, manage financial invoicing, and maintain ongoing regulatory compliance throughout the contract period.

Key Terms & Conditions

Preference Point System: Evaluation follows an 80/20 or 90/10 scoring model. Up to 80 or 90 points are allocated for price competitiveness, with the remaining points reserved for specific socio-economic goals, such as black ownership thresholds and local business promotion within the municipality or district.

Central Suppliers Database (CSD): A mandatory national registry administered by National Treasury. All entities seeking government contracts must register here to verify eligibility, tax status, and banking details before bid consideration.

General Conditions of Contract (GCC): The standard South African National Treasury framework governing public procurement. It establishes legal provisions for payment schedules, performance penalties, dispute resolution, force majeure, warranty enforcement, and contract termination.

MBD Documentation: Standard Municipal Bidding Documents serve as compulsory compliance tools for declaring past supply chain conduct, confirming independent bid determination, and disclosing conflicts of interest or state employee relationships.