Objectives

The primary objective of this quotation is to procure and deliver essential office stationery to the KwaZulu-Natal Department of Health’s Head Office. The procurement seeks to establish a reliable supply chain that ensures consistent availability of compliant, high-quality stationery to support routine administrative and operational workflows.

Scope

The scope covers the supply and delivery of a broad range of standard office consumables and accessories. The requirement includes approximately forty-four distinct line items, such as:

• Writing tools (pens, pencils, permanent markers, highlighters)
• Paper and cardstock products (A4 cardboard in various colours, envelopes, hard cover books, exam pads)
• Desk accessories (staplers, staples, paper clips, rubber bands, scissors, rulers, glue sticks, adhesive tape)
• Specialised office supplies (self-adhesive stamps, transparent index tabs, sign flags, memory sticks, AA/AAA batteries, endorsing ink, rubber thimbles)

All goods must be delivered to the designated drop-off point at Old Boys Model School, Pietermaritzburg. The contract will operate under a ninety-day quotation validity period, with delivery schedules to be confirmed upon award.

Technical Requirements

• Product Compliance: All items must be new, unused, and free from defects. Expired, damaged, or second-hand goods are strictly prohibited. Products must retain a minimum shelf life of six months upon delivery.
• Specifications & Sampling: Bidders must strictly adhere to the detailed specifications outlined in the annexure. The procuring entity reserves the right to request physical samples for verification against set standards; all associated testing costs are borne by the supplier.
• Pricing Structure: Quotations must reflect firm, all-inclusive pricing covering VAT (if applicable), packaging, and full delivery to the specified destination. Prices cannot be adjusted during the ninety-day validity window.
• Mandatory Documentation: Submissions must include fully completed Standard Bid Documents (SBDs), particularly SBD 4 (Disclosure of Interest), SBD 6.1 (Preference Points Claim Form), certified company registration documents, and a valid Central Supplier Database (CSD) report. Active tax compliance verification via SARS PIN is compulsory.
• Evaluation Framework: The procurement applies an 80/20 preference point system. Eighty points are awarded for competitive pricing, while twenty points are exclusively allocated to companies that are one hundred percent owned by Black African women.

Skills Requirements

No specialised technical certifications or professional licences are mandated. However, successful bidders must demonstrate:

• Operational capacity in bulk procurement, warehousing, and last-mile logistics to meet scheduled delivery windows.
• Working knowledge of South African public sector procurement legislation, including the Preferential Procurement Policy Framework Act (PPPFA) and General Conditions of Contract (GCC).
• Administrative proficiency to accurately compile mandatory returnable documents, maintain active CSD and tax clearance status, and manage post-award obligations such as performance security, warranty claims, and penalty clauses.

Explanation of Unusual or Complicated Terms

• 80/20 Preference Point System: A standard South African public procurement scoring model where eighty percent of the total evaluation score is determined by price competitiveness, and twenty percent is reserved for targeted socio-economic transformation goals (here, black women ownership).
• SBD Forms: Standardised government templates used to formally declare compliance, disclose potential conflicts of interest, claim preference points, and acknowledge binding contract terms.
• Domicilium Citandi et Executandi: A legal term designating the official physical address nominated by the bidder for receiving formal notices, legal correspondence, and contractual communications throughout the agreement period.