Objectives

The primary objective of this tender is to secure a reliable supplier for the one-off provision of high-quality A4 white photocopy paper to support the daily operational, administrative, and clinical documentation needs of Harry Gwala Regional Hospital.

Scope

• Item: A4 White Photocopy Paper (80gsm)
• Quantity: 6,000 reams
• Delivery Location: Harry Gwala Regional Hospital, KwaZulu-Natal
• Contract Period: Once-off delivery
• Packaging: 500 sheets per ream, packaged in boxes of five reams

Technical Requirements

• Must conform to standard international dimensions of 210mm x 297mm.
• High-quality multipurpose paper engineered for seamless photocopying and printing operations.
• Must operate reliably in standard office equipment without causing jams, misfeeds, or machine damage.
• Products must be brand new, unused, and represent the most recent manufacturing models.
• Shelf life must remain valid for a minimum of six months upon delivery to prevent expired stock acceptance.
• Must comply with applicable South African National Standards (SANS/SABS).
• Top three scoring bidders will be required to submit physical samples for independent quality verification prior to contract award.

Skills & Compliance Requirements

• Database Registration: Bidders must be actively registered on the Central Suppliers Database (CSD) with the specific commodity category "stationery and printing supplies" listed prior to the advertisement date.
• Tax & Financial Standing: Valid tax compliance status is mandatory. Suppliers must provide a SARS PIN if automated CSD validation fails. Pricing must remain firm for a 90-day validity period.
• Administrative Documentation: Complete submission of all mandatory returnable documents is strictly enforced, including the Bidder’s Disclosure (SBD4), Official Price Page, General Conditions of Contract (GCC), Special Conditions of Contract (SCC), and Preference Points Claim Form (SBD6.1).
• Ownership & Socio-Economic Goals: Full preference points are allocated to enterprises that are at least 51% owned by Black People. Proof must be substantiated via a valid BBBEE status certificate or sworn affidavit.
• Operational Capacity: Bidders must demonstrate logistical capability to deliver the full quantity within the stipulated timeframe, absorb all transportation costs to the hospital, and maintain inventory readiness.

Unusual or Complicated Terms

• 80/20 Preference Point System: Evaluation utilizes an 80-point price-based scoring model and a 20-point model for specific socio-economic goals. This requires precise mathematical calculation and verifiable documentary proof to claim points.
• Multi-Stage Gatekeeping: The tender employs a strict four-stage compliance process. Failure at any administrative or technical stage results in immediate disqualification without progression to subsequent evaluation phases.
• Conditional Sample Submission: Physical samples are not required upfront. Instead, they are only requested from the top three highest-scoring bidders post-evaluation. Failure to produce compliant samples at this stage results in automatic rejection.
• Prime Interest Delay Penalties & Sector Restrictions: Late deliveries incur financial penalties calculated using the current prime interest rate per day of delay. Additionally, engagement in corrupt or fraudulent practices may trigger a restriction penalty, prohibiting the supplier from contracting with any public sector entity for up to ten years.