Tender Summary: A4 Photocopy Paper Supply

Objectives

The primary objective is to procure a reliable, cost-effective supply of A4 photocopy paper to support the daily administrative and clinical operational functions of the KwaMashu Community Health Centre. The tender aims to secure value for money while ensuring strict compliance with the KwaZulu-Natal Department of Health’s supply chain management policies and national preferential procurement legislation.

Scope

The scope covers a once-off supply and delivery of 200 boxes of A4 photocopy paper to the KwaMashu Community Health Centre facility. The contract includes product sourcing, quality assurance, packaging, transportation, and final handover at the specified site. All freight, handling, and delivery costs must be fully incorporated into the quoted price. The procurement follows a structured three-stage evaluation process: administrative compliance, specification verification, and price/preference scoring.

Technical Requirements

• Product Specifications: White A4 photocopy paper, 80 gsm weight, packaged at 500 sheets per ream and 5 reams per box.
• Quality & Validity: All supplies must be brand new, unused, and compliant with relevant South African National Standards (SANS/SABS). Products must retain a minimum shelf life of six months from the delivery date; expired or second-hand stock is strictly prohibited.
• Pricing & Payment: Bidders must submit firm prices valid for 90 days. Prices must include all delivery costs and applicable VAT (if registered). Payment is processed within 30 days of valid invoice submission.
• Compliance Documentation: Mandatory submission of Central Supplier Database (CSD) registration, tax clearance verification, completed conflict-of-interest declarations, and preference point claim forms.
• Contractual Obligations: Adherence to standard General Conditions of Contract, including performance security requirements, penalty clauses for delayed deliveries (calculated at the prime interest rate), and strict anti-collusion and corruption provisions.

Skills Requirements

No specialized technical or professional skills are mandated. Suppliers must demonstrate standard commercial competencies, including inventory management, logistics coordination, and timely delivery execution. Bidders must also possess administrative proficiency to accurately complete mandatory government procurement forms, maintain tax compliance, and navigate public sector supply chain documentation standards. Familiarity with preferential procurement scoring mechanisms is essential for competitive positioning.

Key Procurement Terms Explained

• 80/20 Preference Point System: Evaluations allocate 80 points based on competitive pricing and 20 points to promote local economic development. Full points for the specific goal are awarded exclusively to enterprises physically located within the Ethekwini District.
• SBD 4 Conflict of Interest Disclosure: A mandatory declaration requiring bidders to disclose any personal, familial, or business relationships with employees of the KwaZulu-Natal Department of Health. Failure to disclose constitutes a false declaration and results in immediate disqualification.
• CSD Tax Compliance Verification: Bidders must be registered on the Central Supplier Database with verified tax compliance status. Institutions will cross-reference SARS records, and non-compliant quotes will be rejected as non-responsive.