Objectives

The primary objective is to appoint a capable and compliant service provider for the consistent supply and timely delivery of essential office stationery to support the administrative operations of the Municipal Manager’s Office. The municipality aims to achieve value for money, ensure product quality, and maintain operational continuity while adhering to national public procurement legislation.

Scope

The tender encompasses the provision and delivery of sixty-two distinct stationery and office supply items. The inventory includes various envelope types, coloured and white paper in A3 and A4 formats, writing instruments (ballpoint pens, permanent markers, highlighters), binding and fastening equipment (heavy-duty staplers, hole punchers, staples, steelcrystal bindings), filing accessories (folders, dividers, backing boards, Tokai files), adhesives, digital storage media (USB drives), and basic office tools (calculators, rulers, correction tape). All goods must be delivered directly to the municipality’s designated premises in Scottburgh. The submitted quotation must remain valid for one hundred and twenty days from the closing date.

Technical Requirements

• All supplied goods must be brand new, unused, and represent the most recent market models, incorporating current design and material improvements.
• Products must comply with applicable South African quality and safety standards. Items failing inspection or testing may be rejected, requiring immediate replacement at the supplier’s expense.
• Packaging must be durable enough to withstand rough handling, extreme temperatures, moisture, and open storage during transit without causing damage or deterioration.
• Delivery must occur to the consignee’s store or designated site. The supplier retains all risk and associated costs until formal acceptance and a valid receipt are obtained.
• A standard warranty applies: twelve months from delivery and acceptance, or eighteen months from the date of shipment, whichever concludes first. Defects arising from design, materials, or workmanship must be repaired or replaced free of charge.
• Late bids will not be considered. Submissions must be hand-delivered to the designated tender box; courier or postal deliveries are explicitly excluded.

Skills & Compliance Requirements

• Bidders must demonstrate proven logistical and financial capability to execute bulk stationery supply contracts reliably.
• Mandatory registration on the Central Suppliers Database is required, accompanied by a valid CSD summary report.
• Tax compliance must be verified via a SARS-issued Tax Compliance Status PIN or certificate.
• Broad-Based Black Economic Empowerment status must be substantiated through a valid verification certificate or a sworn affidavit.
• All standard municipal bidding declarations must be completed, including proof of residence, company registration, director identification copies, VAT registration (if applicable), and a stamped quotation on official letterhead. Incomplete submissions will invalidate the bid.
• Bidders must certify independent pricing, confirm no involvement in collusive practices, and disclose any history of fraud, corruption, or default on public sector contracts within the past five years.

Key Terms & Definitions

• PPPFA (Preferential Procurement Policy Framework Act): A national procurement framework that awards additional preference points beyond base price. This tender utilises an eighty-to-twenty or ninety-to-ten scoring model, granting up to ten points for specific socio-economic goals, including 100% or 51% Black ownership within qualifying small enterprises, and geographic preferences for businesses operating within the municipality, district, or province.
• CSD (Central Suppliers Database): A unified national vendor registry managed by National Treasury. Registration is compulsory for all entities seeking to trade with government bodies, streamlining vendor validation, tax tracking, and procurement eligibility.
• GCC (General Conditions of Contract): The standardised contractual framework issued by National Treasury. It governs delivery schedules, inspection rights, performance security, payment terms (within thirty days of invoice submission), penalty calculations for delays, warranty obligations, dispute resolution mechanisms, and grounds for contract termination or restriction from future public sector procurement.