Tender Summary: Supply and Delivery of Stationery

Objectives

The primary objective of this procurement is to acquire a reliable supplier capable of providing and delivering essential office stationery to a designated healthcare facility under the KwaZulu-Natal Department of Health. The tender aims to secure cost-effective, high-quality consumables while ensuring strict compliance with public sector procurement regulations, transformation goals, and contractual obligations.

Scope

• Procurement Type: Goods (Stationery Supply & Delivery)
• Delivery Destination: Designated facility in Pietermaritzburg
• Contract Validity: 90 days from the date of award
• Required Items:
  • C4 Self-Addressed Envelopes (Quantity: 4 batches)
  • Brother Printer Toner Cartridge – Black (TN496BK) (Quantity: 2 units)
  • Brother Printer Toner Cartridge – Black (TN3467) (Quantity: 3 units)
• Pricing Structure: All-inclusive, firm pricing covering product costs, packaging, transportation, and VAT (where applicable). Prices must remain unchanged for the contract duration.
• Submission Protocol: Physical drop-off only; electronic submissions are strictly prohibited.

Technical Requirements

• Product Specifications: All items must be brand new, unused, and of high quality. Envelopes must be C4 self-addressed type. Toner cartridges must exactly match the specified Brother models. Products must retain a minimum shelf life of six months upon delivery.
• Compliance Documentation: Bidders must submit fully completed official quotation forms, including SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points Claim Form), Central Supplier Database (CSD) verification, company registration documents, and proof of tax compliance.
• Evaluation Framework: A mandatory three-stage process: (1) Administrative compliance, (2) Technical specification compliance, and (3) Price and preference point allocation.
• Quality & Inspection: Goods must conform to applicable South African National Standards (SANS/SABS). The purchaser retains inspection rights, including premise access, sample testing, and record auditing during contract execution.

Skills Requirements

No specialized technical or professional qualifications are mandated. The procurement requires standard supply chain competencies, including inventory management, logistics coordination, accurate documentation handling, and financial reliability to fulfill orders within the stipulated timeframe.

Key Terms and Conditions Explained

• 80/20 Preference Point System: A scoring model allocating 80 points for competitive pricing and 20 points for specific socio-economic goals. Full points are exclusively awarded to enterprises that are 100% owned by Black African women.
• Performance Security: A financial guarantee (e.g., bank guarantee or certified cheque) required within 30 days of award to mitigate risks associated with supplier default or non-performance.
• Delay Penalties: Daily financial deductions calculated using the current prime interest rate, applied to the contract value for any delivery delays beyond the agreed schedule.
• Mandatory Interest Disclosure (SBD 4): Bidders must declare any personal or business relationships with employees across the entire KwaZulu-Natal Department of Health. Undisclosed relationships constitute false declarations and result in immediate disqualification.
• Firm Pricing & Shelf-Life Clause: Quoted prices are non-negotiable post-submission. Additionally, any stationery with less than six months of validity upon delivery will be rejected to prevent operational waste.