Objectives

The primary objective is to secure a reliable service provider for the timely supply and delivery of essential office stationery to support the operational needs of the Community Services department for the 2026/2027 financial year.

Scope

The contract covers the provision of a standardized list of stationery and office consumables. The required items include:

• Writing instruments: black pens and pencils
• Notebooks: hard cover books (various sizes)
• Filing & organisational supplies: quotation files, A4 envelopes, paper clips, post-it note pads
• Adhesives & tools: magic tape, Pritt glue, scissors, staples
• Printing media: A4 photocopy paper
• Specialised items: one 2TB external hard drive and one manual date stamp

All items must be delivered to the designated municipal facility. The procurement operates on a fixed-quantity basis rather than an open-ended call-off system.

Technical Requirements

• Product Standards: All supplied goods must be new, unused, and conform to recognised industry specifications. A minimum twelve-month warranty applies from the date of delivery.
• Packaging & Insurance: Items must be packaged to withstand rough handling and environmental exposure during transit. The supplier must insure all goods until acceptance by the municipality.
• Delivery & Validity: Strict adherence to delivery schedules is mandatory. Late quotations will be automatically disqualified. All quoted prices must remain valid for 120 days.
• Inspections: The municipality reserves the right to inspect, test, or analyse goods before and after delivery. Non-compliant items will be rejected at the supplier’s cost.

Skills & Experience Requirements

No highly specialised technical expertise is mandated. However, bidders must demonstrate proven capability in bulk stationery procurement and logistics. Providers should possess established supply chains capable of fulfilling exact quantities within stipulated timeframes. Familiarity with municipal supply chain management protocols, tax compliance verification, and preferential procurement frameworks is essential. Prior experience delivering to government entities is advantageous.

Key Terms & Complicated Provisions

• Preferential Procurement Policy Framework Act (PPPFA): Evaluation utilises an 80/20 or 90/10 point system. Up to 90 points are allocated for price, while 10 points are awarded for socio-economic goals. Points are granted for 100% or 51% Black ownership, and for enterprises located within the municipality, district, or province.
• Central Suppliers Database (CSD) & Tax Compliance: Mandatory registration on the national CSD is required. Bidders must submit a valid Tax Compliance Status (TCS) PIN or certificate. Municipal rates in arrears exceeding three months will disqualify a bidder.
• Performance Security: Successful bidders may be required to provide a bank guarantee or certified cheque within thirty days of contract award to guarantee performance.
• Delay Penalties: Failure to deliver on time triggers a financial penalty calculated at the current prime interest rate, applied daily until actual delivery.
• Anti-Collusion & Declarations: Strict compliance with independent bid determination certificates, conflict-of-interest declarations, and past supply chain management practice declarations is enforced. Collusive bidding or fraudulent claims result in immediate disqualification, contract cancellation, and potential ten-year restrictions from public sector contracts.
• General Conditions of Contract (GCC): Standard government procurement terms apply, including rights to terminate for default, claim damages for defective products, and enforce variation orders up to 15% of the original contract value without renegotiation.