Tender Summary: Supply and Delivery of Stationery

Objectives

The primary objective is to procure and deliver a comprehensive range of office stationery items to the KwaZulu-Natal Department of Health’s ICT unit and associated facilities. The contract aims to ensure timely, cost-effective, and fully compliant supply of essential administrative materials while adhering to provincial preferential procurement and transformation policies.

Scope

The scope encompasses the supply and delivery of various stationery products, including:

• Office Supplies: Hole punches, lever arch files, PVC dividers, carry folders, elastic bands, envelopes, erasers, file fasteners, foldback clips, highlighters, draft pads, paper clips, rulers, scissors, staple removers, desk staplers, and staples.
• Writing & Marking Instruments: Blacklead pencils, ballpoint pens, permanent chisel-tip markers, correction fluid, and pre-stick adhesive.
• Paper & Printing Accessories: Counter books, exam pads, laminating pouches (A3/A4), frosted binding covers, and assorted colour poster boards.
• Digital & Miscellaneous Items: 16GB flash drives, Post-it notes, flags, mini cubes, and packaging tapes.

Suppliers must deliver all items within six weeks of order placement. Delivery costs must be fully incorporated into the quoted price. The contract applies to designated Department of Health facilities in Pietermaritzburg.

Technical Requirements

Bidders must meet strict technical and compliance standards to qualify for evaluation:

• Product Standards: All goods must be new, unused, and conform to relevant SANS/SABS specifications where applicable. Expired or second-hand products are strictly prohibited. Items requiring shelf-life validation must have a minimum of six months remaining upon delivery.
• Documentation: Submission of official quotation forms (retyping is prohibited), completed SBD4 (Disclosure of Interest), SBD6.1 (Preference Points Claim), General Conditions of Contract (GCC), Special Conditions of Contract (SCC), and proof of Central Suppliers Database (CSD) registration.
• Pricing & Validity: Prices must remain firm for 90 days. VAT must be included if the bidder is a registered vendor. All delivery expenses must be bundled into the unit and total prices.
• Warranty & Inspection: Goods carry a twelve-month warranty from delivery acceptance. The purchaser reserves the right to inspect, test, or reject non-compliant supplies at the supplier’s cost.
• Evaluation Framework: Bids are assessed using an 80/20 preference point system. Eighty points are awarded for competitive pricing, while twenty points are allocated for specific socio-economic goals.

Skills Requirements

No specialized technical or professional skills are mandated for this goods-supply contract. However, bidders must demonstrate:

• Proven capacity in logistics, inventory management, and timely distribution of office consumables.
• Competence in public sector procurement compliance, including accurate completion of mandatory returnable documents and adherence to supply chain management regulations.
• Financial stability to support performance security requirements and sustain delivery obligations over the contract period.

Key Terms & Unusual Requirements

80/20 Preference Point System: A standard South African public procurement model where 80 points are allocated to price competitiveness and 20 points to specific transformation goals. In this tender, full points for the specific goal are awarded exclusively to companies that are 100% owned by Black African women.

SBD Forms & CSD Registration: SBD4 requires full disclosure of any relationships between the bidder and Department of Health employees to prevent conflicts of interest. SBD6.1 is used to claim preference points. CSD registration verifies tax compliance and vendor legitimacy through National Treasury’s central database.

Performance Security & Penalties: Successful bidders must provide a bank guarantee or certified cheque within thirty days of award. Late deliveries incur daily financial penalties calculated at the current prime interest rate until fulfillment.