Objectives

The primary objective is to procure essential office stationery and equipment maintenance supplies through a streamlined informal tender process. The municipality aims to secure competitive pricing, ensure reliable delivery, and comply with national preferential procurement regulations while supporting operational continuity within its Budget & Treasury Directorate.

Scope

The tender covers the supply and delivery of two distinct lots of items:

• Lot 1: Ten packs of black lanyards (50 units per pack) and ten packs of lanyard pouches (115 x 95 mm, 50 units per pack).
• Lot 2: Fifty packs of 3m flag Post-it notes (50 sheets per pack), two bottles of Fellowes 350ml shredder oil, and one pack of shredder lubrication (10 units per pack).

Bidders must submit a single grand total price per lot via the designated online tender portal. Delivery locations and schedules will be determined upon contract award.

Technical Requirements

• Pricing must be quoted as a grand total per lot and remain valid for a minimum of thirty (30) days from the submission date.
• All tender responses must be completed and submitted exclusively through the online tender portal; fax submissions will be rejected.
• Suppliers must successfully register on the municipality's official supplier database prior to contract award.
• Bids must strictly adhere to the General Conditions of Tender, Conditions of Purchase, and the Preferential Procurement Regulations of 2022.
• Failure to comply with any stipulated condition may result in immediate disqualification.

Skills Requirements

While not explicitly itemised, successful bidders will require the following capabilities to meet the tender's demands:

• Proven logistics and supply chain management skills to source, package, and deliver office consumables and maintenance fluids reliably and on schedule.
• Administrative proficiency to navigate municipal procurement portals, complete digital submissions accurately, and maintain compliant invoicing and delivery records.
• Familiarity with public sector contracting frameworks, including preferential scoring methodologies and regulatory compliance standards.
• Inventory management capacity to fulfil bulk orders consistently without compromising product specifications or delivery timelines.

Explanation of Unusual or Complicated Terms

• 80/20 System: A preferential procurement evaluation model where bid scores are allocated as 80% for price competitiveness and 20% for socio-economic transformation goals (such as historically disadvantaged participation). This directly influences the award decision.
• Nelson Mandela Bay Supplier Database: A mandatory centralised vendor registry that all contractors must join to conduct business with the municipality. Registration typically requires submission of tax compliance, transformation certificates, and company documentation.
• Informal Tender: A simplified procurement procedure designed for lower-value, routine purchases. It features reduced administrative complexity and faster processing times compared to formal tenders, though core legal and compliance requirements remain enforceable.
• General Conditions of Tender / Conditions of Purchase: Standardised contractual clauses that govern the entire procurement lifecycle, including payment terms, delivery obligations, warranty provisions, risk allocation, dispute resolution, and termination rights.