Objectives

The primary objective of this quotation is to procure a reliable supplier for the timely delivery of essential office stationery to Harry Gwala Regional Hospital. The procurement seeks to maintain uninterrupted hospital administration operations through the provision of compliant, high-quality stationery while adhering to provincial health department supply chain management protocols and national preferential procurement legislation.

Scope

This is a once-off supply contract covering the delivery of standard stationery items to the hospital. The scope includes the following quantities:

• 50 reams of A4 light green paper
• 140 units of desk-type staplers
• 300 rolls of transparent tape (12mm x 66mm)
• 500 packets of plastic pockets (250 units per packet)
• 1,000 units each of A4 manuscript books (1 Quire, 2 Quire, and 4 Quire)
• 300 packets of elastic bands (No. 64, 100g)
• 4,000 boxes of flat file fasteners (approx. 8cm, 50 per box)
• 200 boxes of HB pencils (12 units per box)
• 1,000 boxes of staples (5,000 per box)
• 1,000 boxes of black permanent markers (12 units per box)

All items must be delivered to the designated hospital location, with delivery costs fully incorporated into the quoted price. The quotation validity period is 90 days.

Technical Requirements

Bidders must strictly adhere to the detailed specifications provided in the tender annexures. Key technical requirements include:

• Product Standards: All goods must be new, unused, current models, and compliant with applicable SANS/SABS standards.
• Item-Specific Specifications: Paper must be 80gsm and compatible with laser and inkjet printers. Staplers require a durable plastic/metal construction with a minimum 100-staple capacity. Tape must resist moisture, abrasion, and UV yellowing. Plastic pockets must be 40 microns thick and multi-punched for ring binders. Manuscript books must be hardcover with feint and margin lines (96, 192, and 384 pages respectively). Fasteners must feature an 8cm prong spacing and metal construction. Markers must use waterproof, instant-drying, alcohol-based ink suitable for multiple surfaces.
• Validity & Condition: Products must have a minimum remaining shelf life of six months upon delivery. Expired or second-hand goods are strictly prohibited.
• Sample Submission: Physical samples are mandatory. Following initial scoring, at least the top three bidders will be formally requested to submit samples for objective technical evaluation.
• Compliance Documentation: Bidders must submit fully completed official quotation forms, General Conditions of Contract (GCC), Special Conditions of Contract (SCC), Bidder’s Disclosure (SBD4), Preference Points Claim Form (SBD6.1), Central Supplier Database (CSD) registration confirmation, and SARS PIN details.

Skills Requirements

No specialized technical or professional skills are mandated for this supply contract. Suppliers must demonstrate standard commercial and logistical competencies, including:

• Proven capability to source, stock, and distribute standardized office supplies within agreed delivery windows.
• Competence in logistics coordination, inventory management, and last-mile delivery to healthcare institutions.
• Familiarity with public sector procurement compliance, tax clearance validation, and CSD verification procedures.

Notable Procurement Terms

Preferential Procurement (80/20 System): Evaluation allocates 80 points for price and 20 points for specific social goals. Full points are reserved for enterprises owned by youth, verified through CSD data and identity documentation.

Cover-Quoting Prohibition: Submitting bids under multiple company names for the same opportunity constitutes fraud and corruption, resulting in immediate disqualification.

Performance Security & Penalties: Successful bidders may be required to furnish performance security within 30 days of award. Delays in delivery incur daily penalties calculated at the current prime interest rate. Persistent non-performance may lead to contract termination and a potential 10-year restriction from public sector contracts.