Objectives

The primary objective is to procure and deliver essential stationery supplies to support the daily operations of the ICT Stores and Help Desk within the KwaZulu-Natal Department of Health. The procurement aims to secure cost-effective, high-quality goods while ensuring timely delivery and strict compliance with national public procurement legislation and preferential scoring frameworks.

Scope

The tender covers the supply and delivery of a predefined list of office and ICT-related stationery items, including hole punches, packaging tape, envelopes, flash drives, highlighters, permanent markers, ballpoint pens, adhesive products, scissors, staplers, and staples. Quantities are specified per item. Successful bidders must deliver all goods to the designated facility within six weeks of contract award. The quotation validity period is ninety days, and the contract falls within the standard quotation threshold (up to R1,000,000). All transportation and handling costs must be fully incorporated into the quoted unit prices.

Technical Requirements

• All supplied goods must strictly comply with the minimum specifications detailed in the tender documentation.
• Items must be brand new, unused, and represent the most recent models available, free from design, material, or workmanship defects.
• Expired or second-hand products are strictly prohibited; all consumables must retain a minimum shelf life of six months upon delivery.
• Where applicable, goods must conform to relevant South African National Standards (SANS/SABS).
• Bidders must complete and sign the specification compliance sheet, explicitly indicating compliance for each listed item.
• Delivery must occur to the prescribed location, with all associated logistics costs included in the pricing schedule.
• Prices must remain firm throughout the contract period, and separate pricing schedules are required if multiple delivery points apply.

Skills Requirements

No specialized technical or professional qualifications are mandated. Suppliers are expected to demonstrate standard commercial and logistical capabilities, including efficient inventory management, reliable distribution networks, and the capacity to fulfill orders within the stipulated six-week timeframe. Administrative competence is essential, particularly regarding accurate completion of mandatory returnable documents, provision of compliant tax invoices, and maintenance of active vendor registration systems.

Key Terms & Unusual Conditions

• 80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points to specific socio-economic goals. Full preference points are awarded exclusively to enterprises that are 100% owned by Black African women.
• Bidder’s Disclosure (SBD 4): A mandatory declaration requiring bidders to disclose any personal or business relationships with employees of the procuring department. This mitigates conflict of interest; incorrect or omitted disclosures result in automatic disqualification.
• Performance Security: The successful supplier must furnish a performance guarantee (typically a bank guarantee or certified cheque) within thirty days of contract award to secure contractual obligations.
• Delay Penalties: Late deliveries incur financial penalties calculated using the current prime interest rate for each day of delay until actual delivery.
• Cover-Quoting Prohibition: Submitting multiple quotations through affiliated, related, or overlapping entities constitutes cover-quoting. Verification mechanisms will detect this, leading to immediate disqualification.
• Tax & CSD Compliance: Active Central Supplier Database (CSD) verification and a valid SARS tax clearance status are mandatory prerequisites. Non-compliance renders a quotation non-responsive.