Objectives

The primary objective is to secure a reliable supplier for the timely provision and delivery of standard office stationery to the KwaZulu-Natal Department of Health’s Central Supply Chain Management unit. The procurement aims to ensure operational continuity through compliant, cost-effective, and quality-assured supplies while adhering to national preferential procurement and transformation policies.

Scope

The tender covers the supply and delivery of a comprehensive range of everyday office stationery items to designated locations in Natalia and Pietermaritzburg. The required items include writing instruments, storage files, adhesives, batteries, paper products, desk accessories, and computing peripherals. The contract mandates delivery of specified quantities against firm pricing, with all transportation and handling costs included in the quoted rates. The agreement remains valid for ninety days from the closing date, subject to the procuring entity’s discretion regarding extensions or renewals.

Technical Requirements

• All goods must be brand new, unused, and free from defects, complying with relevant South African National Standards (SANS/SABS) where applicable.
• Products must have a minimum shelf-life validity of six months upon delivery; expired items will be automatically rejected.
• Quotations must be submitted using the official, unaltered government forms, fully completed and manually signed. Retyped, digitally modified, or incomplete documents are invalid.
• Suppliers must maintain active Central Supplier Database (CSD) registration and provide a valid SARS PIN for tax compliance verification.
• Pricing must be fixed for the contract duration, inclusive of VAT (if registered) and all delivery charges. Non-firm or variable pricing will not be considered.
• A twelve-month warranty applies post-delivery, covering manufacturing or material defects. Defective items must be repaired or replaced at the supplier’s expense.
• Late deliveries incur daily financial penalties calculated at the prevailing prime interest rate until fulfillment.
• Evaluation follows a three-stage process: administrative compliance, specification adherence, and an 80/20 scoring model (80 points for price, 20 points for socio-economic goals).

Skills Requirements

No specialized technical expertise is mandated. However, bidders must demonstrate proven capability in logistics coordination, inventory management, and public sector compliance. Suppliers should possess established distribution networks capable of meeting scheduled delivery windows, handling bulk stationery orders, and maintaining accurate documentation for audit and warranty purposes. Familiarity with government procurement regulations, tax clearance procedures, and preference point claim substantiation is essential.

Notable Terms & Conditions

• Cover-Quoting Prohibition: Submitting multiple bids through affiliated or linked entities constitutes fraud and results in immediate disqualification.
• Domicilium Citandi et Executandi: A legal requirement designating the bidder’s official address for all contractual correspondence and formal notices.
• 80/20 Preference System: A standard public procurement framework allocating 80% of evaluation points to competitive pricing and 20% to transformation goals, specifically prioritizing enterprises owned by Black African women.
• Performance Security: The successful bidder may be required to furnish a bank guarantee or certified cheque within thirty days of contract award to safeguard against non-performance.