Objectives

The primary objective is to procure essential office consumables and desk accessories for the Nelson Mandela Bay Municipality’s Budget & Treasury Directorate. The tender aims to secure cost-effective, reliable supplies through a streamlined informal procurement process while ensuring compliance with municipal supply chain policies and national preferential procurement frameworks.

Scope

The procurement covers the supply and delivery of two distinct categories:

• Toner Cartridges: Ten (10) units of HP or equivalent 59A Black cartridges.
• Stationery Lot: One (1) consolidated package containing six (6) each of 3-tier letter trays, waste bins, memo holders, pen holders, and clutter-free organizers.

Bidders must submit a single grand total for the entire stationery lot. The municipality reserves the right to request physical samples or brochures after the closing date, requiring successful bidders to provide them within three working days. Delivery must align with municipal operational timelines.

Technical Requirements

• Toner cartridges must be genuine HP or functionally equivalent alternatives compatible with standard municipal printing hardware.
• All stationery items must strictly match the visual, material, and dimensional specifications of the reference samples displayed at the Supply Chain Management office.
• Pricing must remain valid for a minimum of thirty (30) days from the submission date.
• All tender responses must be submitted exclusively through the designated online portal; fax submissions will be rejected.
• Successful bidders must be fully registered on the Nelson Mandela Bay Municipality Supplier Database prior to contract award.
• Compliance with the General Conditions of Tender, Conditions of Purchase, and the Preferential Procurement Regulation of 2022 is mandatory.

Skills Requirements

While not explicitly enumerated, the tender implicitly requires vendors to demonstrate:

• Proven capability in sourcing, warehousing, and delivering compatible printing consumables and standardized office accessories.
• Efficient logistics and inventory management to meet municipal delivery schedules.
• Familiarity with public sector procurement compliance, including database registration, documentation standards, and preferential scoring mechanisms.
• Operational agility to rapidly fulfill post-award sample verification requests and maintain consistent product quality aligned with approved references.

Explanation of Unusual or Complicated Terms

• 80/20 System: A preferential procurement scoring model where eighty percent of evaluation points are allocated to price competitiveness and twenty percent to historical performance and socio-economic development goals, as mandated by South African procurement legislation.
• Informal Tender: A simplified, low-complexity procurement method used for routine, lower-value purchases, featuring reduced administrative burdens compared to formal tenders while still maintaining regulatory compliance.
• Grand Total Pricing: Bidders are instructed to combine the costs of all five stationery sub-items into a single consolidated figure rather than submitting separate line-item prices, simplifying evaluation and contract administration.
• Post-Closing Sample Request: A procedural safeguard where the municipality may ask shortlisted bidders to physically present the exact products they quoted within three working days after the deadline to verify quality, compatibility, and compliance before final contract execution.