Objectives

The primary objective is to procure a reliable supplier for the consistent, cost-effective, and timely provision of essential office stationery to support the operational functions of the KwaZulu-Natal Provincial Department of Health. The procurement seeks to ensure uninterrupted supply chain continuity, enforce value-for-money principles, and align with provincial transformation and procurement policy frameworks.

Scope

The tender encompasses the supply and delivery of a defined list of stationery and office consumables, including A4 exam pads, whiteboard markers, adhesive products, file accessories, writing instruments, storage media, batteries, highlighting tools, staplers, hole punches, dividers, sticky notes, binding materials, and digital storage devices. Quantities are fixed per line item. The successful bidder assumes full responsibility for transporting all goods to the designated delivery point, with all freight, handling, and logistical costs embedded within the quoted price. The quotation remains valid for ninety days, and the resulting contract will operate under standard government general and special conditions of contract.

Technical Requirements

• All supplied goods must be brand new, unused, and represent the most recent models available, incorporating current design and material improvements.
• Products must comply with applicable South African National Standards (SANS/SABS) where referenced.
• Any time-sensitive or perishable items must retain a minimum shelf life of six months upon delivery.
• Second-hand, refurbished, or expired goods are strictly prohibited.
• Packaging must be durable enough to prevent damage, deterioration, or exposure risks during transit and open storage.
• A twelve-month warranty applies from the date of delivery acceptance, covering defects in design, materials, or workmanship under normal usage conditions.
• Delivery must adhere strictly to agreed schedules; late submissions trigger financial penalties calculated at the prime interest rate per day of delay.
• Bidders must explicitly confirm compliance with the attached specification schedule; non-compliance results in automatic disqualification.

Skills Requirements

No specialized technical certifications or trade qualifications are mandated. However, bidders must demonstrate proven operational capacity in bulk stationery sourcing, inventory control, and last-mile logistics. Suppliers must possess robust administrative and financial systems capable of issuing compliant tax invoices, maintaining active Central Supplier Database (CSD) registration, and providing valid SARS tax clearance documentation. Proficiency in completing mandatory returnable forms, interpreting preferential procurement regulations, and adhering to strict contractual compliance deadlines is essential for successful execution.

Unusual or Complicated Terms

• Cover-Quoting Prohibition: Submitting multiple quotations through affiliated, linked, or controlled entities for this bid constitutes cover-quoting. The department reserves the right to immediately disqualify such bidders to prevent artificial price manipulation.
• 80/20 Preference Point System: Evaluation allocates 80 points to price competitiveness and 20 points to specific socio-economic goals. Full points are awarded exclusively to enterprises that are one hundred percent owned by Black African women, aligning with national transformation targets.
• Prime Interest Rate Penalty: Delayed deliveries incur daily financial deductions calculated using the prevailing prime interest rate applied to the delivered price of unfulfilled goods until actual performance occurs.
• Restriction Penalties: Engagement in corrupt, fraudulent, collusive, or anti-competitive practices may result in a ban from all public sector contracts for up to ten years, recorded on the National Treasury’s restricted suppliers database.
• Staged Evaluation Process: Quotations undergo three mandatory compliance phases (Administrative, Technical Specification, and Price/Preference). Failure at any stage renders the bid non-responsive, halting further evaluation without exception.