Objectives

The primary objective is to secure a reliable supplier for the one-time provision of high-quality A4 photocopying paper to support the daily administrative and clinical operations of the designated provincial health facility.

Scope

The contract covers the supply and delivery of 120 boxes of white A4 bond paper. Each box must contain five reams of 500 sheets each. Delivery is required within seven to fourteen days following order placement, with all logistics costs included in the quoted price. The engagement is a single, non-renewable transaction with a quotation validity period of ninety days. Electronic submissions are explicitly rejected; only physical copies placed in the designated drop-box will be considered. Partial deliveries and partial payments are strictly prohibited.

Technical Requirements

• Product Specifications: A4 size (210 x 297 mm), white, 80gsm weight, fully compliant with relevant South African National Standards (SANS/SABS).
• Condition & Shelf-Life: Goods must be brand new, unused, and possess a minimum remaining shelf-life of six months upon delivery. Expired or second-hand stock is strictly prohibited.
• Documentation: Bidders must submit completed official quotation forms, including the Declaration of Interest (SBD 4), General and Special Conditions of Contract, and the Preferential Procurement Claim Form (SBD 6.1).
• Compliance Proofs: Valid Central Supplier Database (CSD) registration, SARS tax clearance verification, and a sworn B-BBEE affidavit or certificate. Additionally, bidders must provide evidence of prior successful delivery of identical paper products within the preceding three months.
• Pricing: Quotes must reflect firm, all-inclusive pricing. Prices remain fixed for the contract period.

Skills Requirements

No specialized technical expertise is mandated. However, suppliers must demonstrate proven logistical and supply chain management capabilities. This includes the ability to source, store, and transport bulk office consumables within tight delivery windows, maintain accurate inventory tracking, and navigate public sector procurement compliance frameworks. Financial stability and operational readiness to fulfill a one-off bulk order without subcontracting delays are essential.

Key Terms & Conditions

80/20 Preference Point System: A procurement scoring model where eighty percent of evaluation points are allocated to competitive pricing, and twenty percent are reserved for socio-economic transformation goals, specifically prioritizing fully South African-owned enterprises.

Cover-Quoting Prohibition: A strict anti-fraud measure that disqualifies any bidder found submitting multiple quotations under different corporate entities for the same tender, as this constitutes collusive bidding.

Prime Interest Rate Penalty Clause: A contractual stipulation imposing daily financial deductions on delayed deliveries, calculated using the prevailing prime lending rate until goods are received.

SBD Forms: Standardized government bid documents requiring full transparency regarding directorships, state employment relationships, and preferential goal claims. Failure to complete these accurately results in immediate disqualification.