Objectives

The primary objective is to procure and deliver a one-off supply of A4 photocopy paper to Madadeni Hospital’s Security department to support administrative operations, including the design of hospital staff parking permits. The procurement also aims to ensure strict compliance with provincial supply chain management standards, tax regulations, and preferential procurement policies.

Scope

The contract covers the supply and delivery of 25 reams of A4 photocopy paper to a designated hospital location. This is a once-off agreement with a quotation validity period of 90 days. All delivery costs must be included in the quoted price. Supplied items must be new, unused, and retain a minimum shelf life of six months upon delivery. Late submissions will be automatically rejected, and bidders must utilise the official, unaltered quotation forms. The evaluation follows a four-stage process: administrative compliance, delivery capacity, specification adherence, and price/preference scoring.

Technical Requirements

• Quantity: 25 reams (documented as "reems").
• Product Specifications: Paper must conform to exact attributes: Butterfly brand, Patel paper type, yellow colour, and a 500-sheet configuration.
• Compliance & Documentation: Mandatory submission of a completed specification form, Central Supplier Database (CSD) registration proof, tax compliance verification, BBBEE certificate or sworn affidavit, CIPC registration documents, and fully executed SBD4 (Disclosure of Interest) and SBD6.1 (Preference Points Claim) forms.
• Samples: Physical samples may be requested in writing for quality verification; all associated testing and inspection costs are borne by the bidder.
• Warranty & Standards: Goods must be current models, free from defects, and comply with applicable South African National Standards (SANS/SABS) where referenced.

Skills Requirements

No specialised technical or professional qualifications are required. Suppliers must demonstrate standard commercial logistics capabilities to source, package, and deliver office stationery within agreed timeframes. Basic familiarity with South African public procurement compliance, SARS tax clearance procedures, and CSD registration protocols is essential for submitting a responsive and compliant bid.

Explanation of Unusual or Complicated Terms

• Reems: A typographical variant of "reams," the standard industry unit denoting 500 sheets of paper.
• Butterfly & Patel Paper: Brand-specific identifiers that mandate exact make and type rather than allowing generic or equivalent substitutes.
• 80/20 Preference Point System: A national procurement framework where 80% of evaluation points are awarded based on price competitiveness, and 20% are allocated for socio-economic goals, specifically favouring South African-owned enterprises.
• SBD Forms: Standardised State Bidder Declaration templates mandated by National Treasury to legally verify corporate standing, disclose potential conflicts of interest, and formally claim preference points under the Preferential Procurement Policy Framework Act.