Objectives

The primary objective of this tender is to procure a reliable, compliant supplier capable of delivering high-quality A4 photocopy paper to support the routine administrative and clinical documentation needs of the hospital.

Scope

• Commodity: White A4 Photocopy Paper (Bond Paper)
• Quantity Required: 800 Reams
• Delivery Destination: Designated hospital facility in KwaZulu-Natal
• Contract Duration: Once-off supply
• Price Validity: Quoted prices must remain firm for a period of 90 days

Technical Requirements

• Physical Specifications: 80 GSM weight, A4 dimensions, white colour, supplied in standard reams of 500 sheets.
• Quality & Compatibility: Must exhibit high quality with a smooth texture and be fully multifunctional, ensuring optimal performance across laser, inkjet, and fax printing equipment.
• Standards Compliance: All supplied paper must adhere to the latest South African National Standards (SANS) requirements.
• Product Condition: Goods must be brand new, unused, and possess a minimum remaining shelf life of six months from the date of delivery. Expired or second-hand stock is strictly prohibited.
• Sample Verification: The procuring entity reserves the right to request physical samples in writing for technical scrutiny prior to contract award.
• Pricing Structure: Quotes must reflect an all-inclusive delivered price, encompassing VAT (where applicable), packaging, handling, and transportation to the specified destination.

Skills Requirements

While the procurement involves standard office consumables, bidders must demonstrate the following operational and compliance capabilities:

• Regulatory Compliance: Active registration on the Central Suppliers Database (CSD), valid tax clearance status, and up-to-date CIPC corporate documentation.
• Supply Chain Reliability: Proven capacity to source, store, and deliver the specified quantity within agreed timeframes without compromising product integrity.
• Administrative Proficiency: Ability to accurately complete mandatory government bidding forms, including SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim), and contract annexures.
• After-Sales & Warranty Management: Capability to honour a twelve-month warranty period post-delivery, including rapid identification and replacement of defective batches at no additional cost.

Notable Procurement & Contractual Terms

The following terms define the evaluation methodology and contractual framework:

• 80/20 Preference Point System: A scoring model where 80 points are allocated to competitive pricing and 20 points to socio-economic transformation goals. Full points are granted to enterprises that are at least 51% Black-owned, requiring valid BBBEE certificates or sworn affidavits as proof.
• Performance Security: Successful bidders may be mandated to submit a bank guarantee or certified cheque within thirty days of contract notification to guarantee fulfilment.
• Delay Penalties: Failure to deliver within the stipulated timeframe triggers financial penalties calculated at the prevailing prime interest rate per day of delay until actual performance.
• Prohibition of Cover-Quoting: Strict enforcement against affiliated entities submitting multiple bids for the same item. Discovery of such practices results in immediate disqualification and potential exclusion from public sector procurement.
• Termination & Dispute Resolution: The department retains the right to terminate agreements for default, non-compliance, or fraudulent conduct. Disputes follow a mandatory mediation process before escalation to South African courts.