Objectives

The primary objective of this tender is to procure and deliver essential office stationery and related supplies to the KwaZulu-Natal Department of Health’s Head Office. The procurement seeks to maintain seamless administrative operations by securing a reliable supplier who can provide compliant, high-quality goods within agreed timeframes, while aligning with provincial preferential procurement policies.

Scope

The scope covers the supply and delivery of a predefined list of stationery and office accessories. Key items include board file dividers, roller ball pens, pencils, erasers, staplers, sticky notes, memo cube holders, paper refills, adhesive glue, paperclips, self-adhesive indexes, sticky tabs, extension cords, multi-adaptors, brown envelopes, pastel green A4 paper, A4 notebooks, and quotation folders. All items must be delivered to the designated facility, with transportation, handling, and insurance costs fully incorporated into the quoted price.

Technical Requirements

• All goods must be brand-new, unused, and represent the most recent models available.
• Products must meet or exceed the department’s technical specifications and applicable South African National Standards (SANS/SABS).
• Supplied items must have a minimum shelf-life validity of six months from the date of delivery.
• Used, refurbished, or second-hand products are strictly prohibited.
• Quoted prices must remain firm for the entire contract period and include all applicable taxes and delivery costs.
• The department reserves the right to conduct inspections, testing, or request physical samples to verify compliance before or after delivery.
• Bidders must clearly state their proposed delivery period and confirm compliance with all specifications.

Skills Requirements

This is a standard goods-supply tender and does not mandate specialized technical or professional qualifications. However, bidders must demonstrate strong administrative and compliance capabilities, including the ability to accurately complete official returnable documents, understand public sector procurement regulations, and manage logistics, inventory control, and treasury-compliant invoicing. Familiarity with electronic supplier registration platforms and tax verification systems is also expected.

Key Terms & Conditions

• 80/20 Preference Point System: Evaluation allocates 80 points for competitive pricing and 20 points exclusively for enterprises that are 100% owned by Black African women. Points are only awarded if verified ownership documentation is submitted.
• Cover-Quoting Prohibition: Submitting multiple quotations through affiliated, subsidiary, or related companies constitutes fraudulent cover-quoting and results in immediate disqualification.
• Prime Interest Rate Penalty: Late deliveries incur daily financial penalties calculated using the prevailing prime interest rate until actual delivery is completed.
• Performance Security & Restriction Penalties: Successful bidders must furnish performance security within thirty days of award. Termination due to default, corruption, or fraud may trigger a restriction penalty banning the supplier from public sector contracts for up to ten years.
• Strict Form Completion Rules: Official quotation forms must not be retyped, digitally redrafted, or altered without initialling. Correction fluid is prohibited, and incomplete or non-compliant submissions will be deemed non-responsive.