Objectives

The primary objective is to secure a qualified supplier for the one-off provision and delivery of essential office stationery to the General Justice Gizenga Mpanza Hospital warehouse. The procurement aims to ensure consistent availability of standard administrative supplies while complying with the KwaZulu-Natal Department of Health’s supply chain management policies and national preferential procurement legislation.

Scope

The contract encompasses the supply and delivery of a comprehensive range of stationery items, including exercise books, lever arch files, ring binders, ballpoint pens, permanent markers, whiteboard markers, highlighters, rulers, scissors, calculators, envelopes, reusable adhesives, erasers, pencils, heavy-duty paper punches, and interleaves. Quantities are specified per item, with all goods required to be delivered directly to the hospital’s designated warehouse. The engagement is structured as a single, non-renewable transaction with a quotation validity period of ninety days.

Technical Requirements

• All goods must be brand new, unused, and conform precisely to the dimensional, material, and functional specifications detailed in the annexures (e.g., page counts, binding methods, ink formulations, blade materials, and display types).
• Products must retain a minimum shelf life of six months from the date of delivery; expired, refurbished, or second-hand items will be automatically rejected.
• Quotations must be completed on official, unaltered government forms. Prices must be firm, all-inclusive, and clearly stated per unit and in total, covering delivery costs and VAT (if applicable).
• Bidders must submit mandatory compliance documentation, including Central Suppliers Database (CSD) verification, B-BBEE status evidence, SARS tax clearance confirmation, and documented proof of previous successful deliveries in public or private healthcare environments.
• Samples may be requested post-award for quality verification against stipulated specifications. Testing and sample preparation costs are borne by the bidder.
• Submissions must be physically delivered in sealed envelopes to the designated quotation box before the closing deadline. Late, open, or improperly labelled submissions will be disqualified.

Skills Requirements

No specialized technical certifications or professional qualifications are mandated. The requirement focuses on operational and logistical capacity, including inventory sourcing, quality control, secure packaging, fleet coordination, and adherence to strict public sector delivery timelines. Suppliers must demonstrate proven experience in fulfilling comparable volume orders within healthcare or administrative sectors, alongside robust risk management practices to prevent delivery defaults.

Key Terms & Conditions

• 80/20 Preference Point System: A standard South African public procurement scoring model allocating 80 points to competitive pricing and 20 points to transformation goals. Full preference points are awarded exclusively to enterprises that are at least 100% owned by Black Africans.
• SBD Documentation: Standard Bid Documents (SBD4 and SBD6.1) govern conflict-of-interest disclosures and preference point claims, respectively. Incomplete or inaccurate submission results in automatic disqualification.
• CSD Registration: Mandatory enrollment in the National Treasury’s Central Suppliers Database. Verification failures render a bid non-compliant.
• Anti-Collusion & Cover-Quoting Prohibition: The department actively cross-references bidder affiliations. Submitting multiple quotes through related entities constitutes cover-quoting, an offence leading to immediate disqualification, potential blacklisting, and criminal referral.
• Penalties & Termination: Delayed deliveries incur financial penalties calculated at the prime interest rate per day of delay. Persistent non-performance or breach of contract terms grants the purchaser the right to terminate the agreement, procure substitutes at the supplier’s expense, and claim damages.