Objectives

The primary objective is to procure and deliver standardized administrative documentation to support municipal operational workflows, specifically focusing on internal service tracking and requisition management. The tender aims to ensure reliable, compliant, and efficiently produced stationery that aligns with municipal supply chain standards and preferential procurement policies.

Scope

The contract covers the supply and delivery of two categories of printed books:

• Internal Service Order Books: 50 units
• Requisition Books: 100 units

The scope includes manufacturing, quality assurance, sample provision, proof approval, sequential numbering, and final delivery to designated municipal stores. Bidders must also comply with online submission protocols, maintain pricing validity for thirty days, and complete mandatory supplier registration on the municipal database.

Technical Requirements

• Internal Service Order Books: Each unit must contain three sections of one hundred pages, perforated, carbonised, and sequentially numbered. Reference samples are available at Store 01. Bidders must state quoted brand names and provide physical samples within seventy-two hours of request.
• Requisition Books: Each unit must comprise one hundred sets of self-carbonising five-copy forms per page (colours: white, blue, green, yellow, white). Reference samples and numbering guidelines are located at the General Store. A layout proof must be submitted to the Logistics office for approval prior to mass printing. Brand names must be declared, and samples provided within seventy-two hours of request.
• Compliance & Submission: All bids must be submitted electronically; faxed documents will be rejected. Pricing must remain valid for a minimum of thirty days from the closing date. Successful award is contingent upon registration on the municipal Supplier Database and acceptance of standard General Conditions of Tender and Purchase.

Skills Requirements

No explicit professional certifications are mandated. However, the successful bidder must demonstrate capability in commercial printing, multi-part carbonisation technology, precision binding, and quality control. Operational competencies required include rapid sample production (within seventy-two hours), proof-to-print workflow management, accurate sequential numbering implementation, and familiarity with public sector procurement compliance and electronic tender platforms.

Explanation of Key Terms

• 80/20 System: A preferential procurement scoring model where eighty percent of evaluation points are allocated to price competitiveness and twenty percent to socio-economic development goals, such as supporting historically disadvantaged businesses or local suppliers.
• Self-Carbonised/Carbonised Paper: Multi-ply paper treated with heat-sensitive or chemical coatings that allow writing on the top sheet to automatically transfer impressions to underlying sheets, eliminating the need for separate carbon paper.
• Perforated: Pages featuring pre-cut dashed lines to enable clean, easy removal of completed forms.
• Non-Responsive: A procurement evaluation status indicating that a bid fails to meet mandatory minimum specifications or conditions, resulting in automatic disqualification regardless of pricing.