Objectives

The primary objective of this tender is to secure a reliable and compliant supplier for the provision and timely delivery of essential office stationery to the Saldanha Bay Municipality, ensuring adherence to public supply chain management regulations and preferential procurement policies.

Scope

The contract encompasses the supply and delivery of a fixed list of stationery items, including ballpoint pens, rubber bands, whiteboard markers, highlighters, file folders, glue sticks, paper clips, sticky notes, pencils, calculators, adhesive putty, scissors, staples, laminating sheets, photocopies, hardcover books, commissioner of oath stamps, and various envelopes. The estimated contract value falls between R2,000 and R30,000. Successful bidders must deliver all ordered goods within seven days of receiving an official purchase order. Pricing must be quoted per item, inclusive of delivery charges, and quotations remain valid for ninety days.

Technical Requirements

• Mandatory Documentation: Fully completed and signed MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), and MBD 9 (Certificate of Independent Bid Determination) must accompany the submission.
• Supplier Registration: Active registration on the Central Supplier Database (CSD) is compulsory.
• Submission Protocol: Quotations must be sealed, clearly marked with the quotation identifier “Q” and the RFQ number, and physically delivered or couriered to the designated address before the closing deadline. Late submissions are automatically rejected.
• Pricing & Invoicing: Unit rates take precedence over total amounts in case of calculation discrepancies. All tax invoices must strictly comply with Section 20(4) of the VAT Act to avoid payment delays.
• Quality Assurance: Delivered goods must precisely match the specified quantities and standards. The municipality reserves the right to recover additional costs if supplied items fail to meet specifications.

Skills Requirements

No specialized technical certifications are required. However, suppliers must demonstrate:

• Administrative competence in managing statutory declarations, procurement compliance, and documentation accuracy.
• Operational logistics capacity to fulfill municipal orders within a strict seven-day delivery window.
• Familiarity with South African public sector supply chain management frameworks, preferential procurement scoring, and VAT invoicing standards.
• Ability to accurately interpret itemized pricing schedules and maintain consistent inventory levels for recurring municipal supply needs.

Explanation of Unusual or Complicated Terms

80/20 Preference Point System: A scoring model used in public procurement where 80% of evaluation points are awarded based on competitive pricing, and 20% are allocated for socio-economic goals (10% for B-BBEE status level and 10% for geographic locality). Failure to submit verified proof for these categories results in zero points for those specific goals.

Strict Locality Verification: To claim locality points, suppliers must provide highly specific documentation: a recent municipal account registered in the trading name, a valid lease agreement, or a detailed sworn affidavit. The affidavit must explicitly confirm business premises usage, property ownership, rental conditions, and include ID numbers of directors/shareholders. Postal addresses cannot be used to claim physical locality points.

Certificate of Independent Bid Determination (MBD 9): A legally binding declaration requiring bidders to certify that the bid was prepared independently, without consultation, coordination, or collusive arrangements with competitors, in compliance with competition and anti-corruption legislation.