Objectives

To secure a reliable, cost-effective, and compliant supply of high-quality A4 photocopy paper to support the daily administrative and clinical operations of Newcastle Regional Hospital. The procurement aligns with public sector mandates to ensure uninterrupted stationery availability while promoting equitable economic participation through preferential procurement policies.

Scope

A one-off supply of 295 boxes of white A4 photocopy paper to the hospital’s central stores in Newcastle, KwaZulu-Natal. The scope is limited to product delivery, quality assurance, and compliance with specified packaging and validity parameters. No installation, maintenance, or ongoing service delivery is required.

Technical Requirements

• Product Specifications: White photocopy paper, A4 dimensions (210 x 297 mm), 160 CIE whiteness rating, 500 sheets per ream, packaged at 5 reams per box.
• Quality Standards: Must be SABS/SANS approved, new, unused, and valid for a minimum of six months upon delivery.
• Packaging & Handling: Must withstand transit conditions, prevent damage, and bear clear marking per institutional guidelines.
• Sample Verification: Top-scoring bidders may be requested to submit physical samples for independent testing against the stated specifications.

Skills & Capacity Requirements

• Proven Delivery Capability: Submission of stamped proof of previous successful deliveries for similar paper products (e.g., order confirmations and delivery notes).
• Administrative & Compliance Proficiency: Ability to complete all mandatory returnable documents, including Central Supplier Database (CSD) registration, SARS tax clearance validation, and B-BBEE status documentation.
• Operational Readiness: Capacity to meet strict delivery timelines, manage logistics to the designated hospital stores, and maintain stock validity throughout the contract period.
• Financial & Legal Compliance: Readiness to furnish performance security within 30 days of award and adhere to all general and special conditions of contract.

Notable Procurement & Contract Terms

This tender utilises an 80/20 preference point system, where 80 points are allocated for price competitiveness and 20 points for specific socio-economic goals (primarily companies at least 51% owned by Black women). Bidders must disclose any state employment or business relationships using SBD 4 forms; failure to declare constitutes a false declaration and grounds for disqualification. Late delivery incurs penalties calculated at the current prime interest rate per day. The institution reserves the right to impose restriction penalties (up to 10 years) for corruption, fraud, or repeated default. Additionally, submitting multiple quotes through affiliated entities may trigger disqualification for cover-quoting, which refers to collusive bidding practices designed to artificially manipulate pricing or evaluation outcomes.