Objectives

The primary objective is to secure a compliant and reliable supplier for a one-off provision of high-quality A4 white photocopy paper to support the daily administrative, clinical, and operational printing needs of Harry Gwala Regional Hospital under the KwaZulu-Natal Department of Health.

Scope

The contract covers the supply of 6,000 reams of A4 white bond paper (80gsm), with each ream containing 500 sheets. Delivery must be made directly to the hospital’s designated receiving point. The quotation validity period is 90 days, and the arrangement is structured as a single, once-off transaction rather than a recurring framework agreement. All quoted prices must be firm, inclusive of delivery costs, packaging, and applicable taxes where the supplier is VAT registered.

Technical Requirements

• Dimensions & Weight: Standard A4 size (210mm x 297mm) at 80 grams per square meter (gsm).
• Colour & Quality: White, high-grade multipurpose paper designed for smooth operation in standard office photocopiers and laser/inkjet printers without causing jams or malfunctions.
• Standards Compliance: Must conform to relevant South African National Standards (SANS/SABS) and general industry specifications for stationery and printing supplies.
• Packaging: Supplied in cartons containing five reams each.
• Condition & Shelf Life: Goods must be brand new, unused, and represent the most recent manufacturing models. Products must retain a minimum of six months of shelf life upon delivery. Expired, damaged, or second-hand items are strictly prohibited.
• Warranty: Supplier warrants against defects in design, materials, or workmanship for twelve months post-delivery or eighteen months post-shipment, whichever concludes earlier.

Skills & Compliance Requirements

No specialized technical or engineering skills are mandated. Suppliers must demonstrate standard supply chain, logistics, and financial compliance capabilities, including:

• Active registration and verified status on the Central Supplier Database (CSD).
• Tax compliance validated through SARS PIN verification.
• Ability to accurately complete and submit all mandatory returnable documents (including SBD 4 for Disclosure of Interest and SBD 6.1 for Preference Points) using the official unaltered forms.
• Capacity to issue compliant tax invoices containing all statutory particulars.
• Financial and operational stability to fulfill delivery timelines and manage warranty claims.
• Submission of a sworn affidavit or BBBEE certificate to substantiate 51% Black ownership for preference point allocation.

Notable Terms & Conditions

Cover-Quoting Prohibition: Submitting multiple quotations for the same item is classified as fraudulent cover-quoting. This practice constitutes corruption and acquisition fraud, resulting in immediate disqualification and potential ten-year restrictions from public sector contracts.

80/20 Preference System: Evaluation uses an 80-point price-based score and a 20-point socio-economic goal score. Full points for the specific goal are awarded to companies with at least 51% Black ownership.

Sample Verification: Following initial scoring, the institution may request physical samples from the top three highest-scoring bidders to verify product quality before final award. Failure to provide samples when requested results in rejection.

Strict Multi-Stage Evaluation: Bids undergo four peremptory compliance stages: administrative documentation, specification adherence, price/preference scoring, and sample verification. Failure at any stage renders the quotation non-responsive.

Delay Penalties: Late deliveries incur daily penalties calculated at the current prime interest rate on the delivered price. The purchaser reserves the right to source substitute goods at the defaulting supplier’s expense and may terminate the contract for default.