Objectives

The primary objective of this tender is to appoint a qualified supplier for the consistent, timely provision and delivery of essential office stationery and A4 printing paper to the National Health Laboratory Service (NHLS) Sandringham Campus.

Scope of Work

The successful bidder will supply a wide array of office consumables and paper products. The procurement encompasses:

• Organization & Filing Supplies: Lever arch files (multiple sizes and colours), 3-tier letter trays, plastic folders, PVC tab/divider sets, and binder rings.
• Writing & Marking Instruments: Ballpoint pens, permanent markers (bullet and brush tips), highlighter wallets, glue sticks, double-sided tape, and clear sellotape.
• Paper Products: A4 copier paper (80gsm, 5-ream boxes), pastel/project boards, whiteboard sheets, sticky notes, memo cubes, and exam pads.
• Binding & Finishing Materials: Plastic comb elements, clear binding covers, assorted coated paper clips, bulldog/foldback clips, and staples.
• General Office Consumables: Printer cartridges, AA/AAA/CR2032 batteries, desktop staplers, scientific and basic calculators, pop-up flags, and tissue boxes.

All quotations must be VAT-inclusive, denominated in South African Rand (ZAR), and fixed for the contract duration. Delivery costs to the NHLS Sandringham Campus must be factored into the total price.

Technical Requirements

• Supplied items must meet the functional and technical specifications detailed in the tender. Equivalent brands are permissible provided they match the required specifications.
• Delivery must strictly follow the prescribed schedule. Suppliers must immediately notify the purchaser in writing of any impediments causing delays.
• No goods may be delivered or work commenced prior to receipt of an official NHLS Purchase Order.
• Bidders must submit all mandatory standard bidding documentation, including signed General Conditions of Contract (GCC) acceptance, Declaration of Interest, Form of Offer (SBD 7), and completed Pricing Schedule.
• Tax compliance is compulsory. Bidders must provide a valid SARS Tax Clearance PIN, TCS certificate, or Central Supplier Database (CSD) registration number.

Skills & Experience Requirements

• Minimum of two (2) years of continuous operational experience in supplying comparable stationery and office consumables.
• Submission of three (3) signed reference letters on official client letterheads confirming successful past deliveries. Each referenced contract must demonstrate a minimum purchase order value of R100,000.00 (VAT inclusive).
• Proven logistical capability to manage multi-category inventory, coordinate bulk deliveries, and maintain consistent product quality.
• Ability to navigate public sector procurement compliance, including B-BBEE verification, tax clearance, and standard bidding form completion.
• Financial stability to sustain fixed pricing over the contract term while absorbing standard operational overheads.

Unusual or Complicated Terms

• 80/20 Preference Point System: Evaluation scoring allocates 80% to price competitiveness and 20% to socio-economic development goals. Points are granted for B-BBEE attributes such as 51% black ownership, women/youth/disability ownership, township/rural residency, and Exempted Micro Enterprise (EME) or Qualifying Small Enterprise (QSE) classification.
• Three-Stage Sequential Evaluation: Bids undergo mandatory filtering: Stage 1 checks administrative completeness; Stage 2 verifies technical compliance and experience thresholds; Stage 3 applies the 80/20 scoring model. Elimination at any stage results in automatic disqualification.
• Fixed Pricing & Delay Penalties: Quoted rates are locked for the contract duration with no escalation clauses. Late deliveries trigger daily financial penalties calculated at the current prime interest rate. The purchaser retains the right to procure substitutes externally or terminate the contract if delays persist.