Objectives

The primary objective is to secure a reliable, cost-effective supply of standard office consumables to support the daily administrative and operational functions of the Ilembe District Office. The procurement aims to ensure uninterrupted workflow through timely delivery of quality photocopy paper while complying with national public finance and supply chain management legislation. Additionally, the tender seeks to promote socio-economic transformation by integrating preferential procurement mechanisms that prioritise historically disadvantaged entrepreneurs.

Scope

The scope encompasses a single, non-recurring contract for the supply and delivery of 90 boxes of white A4 photocopy paper. Each box contains five reams. The successful bidder is responsible for transporting the goods to the designated district stores facility, ensuring all items meet the prescribed quality and packaging standards, and submitting compliant invoices for payment. Pricing must be firm, inclusive of all delivery and handling costs, and valid for ninety days. The contract does not involve ongoing service agreements, maintenance, or recurring deliveries beyond the initial order.

Technical Requirements

• Product Specifications: A4 dimensions (210 x 299 mm), 500 sheets per ream, basis weight of 80 g/m², and a minimum CIE whiteness rating of 160.
• Quality & Condition: All supplied paper must be brand new, unused, and free from manufacturing defects. Expired, damaged, or second-hand products are strictly prohibited. Items must have a minimum remaining shelf life of six months upon delivery.
• Packaging & Delivery: Goods must be securely packaged to withstand transit and storage conditions, with clear labelling and documentation. Delivery must occur within the timeframe stipulated upon contract award.
• Compliance Documentation: Bidders must submit a valid BBBEE status certificate or sworn affidavit, certified copies of director identification documents, a clear colour photograph of the exact product offered, and proof of active Central Suppliers Database (CSD) registration. SARS tax clearance verification is mandatory.
• Evaluation & Verification: Offers undergo a four-stage assessment covering administrative compliance, specification adherence, price/preference scoring, and physical sample verification. Top-scoring bidders may be required to submit samples for independent quality confirmation before final award.

Unusual/Complex Terms Explained: The tender applies an 80/20 preference point system, where eighty points are awarded for competitive pricing and twenty points are reserved exclusively for enterprises that are one hundred percent owned by Black African women. This is a statutory transformation tool designed to advance economic inclusion under South African procurement regulations. The post-scoring sample submission requirement is a quality assurance measure to physically verify that quoted products match advertised specifications before financial commitment.

Skills Requirements

No specialised technical, engineering, or professional qualifications are required, as the procurement involves standard office consumables. However, suppliers must demonstrate fundamental commercial and logistical competencies, including inventory management, reliable freight coordination, accurate financial administration, and familiarity with public sector compliance frameworks. Bidders should possess the capacity to navigate government contracting procedures, maintain valid tax and regulatory registrations, and execute contracts in accordance with general and special conditions of contract, including warranty obligations and penalty clauses for delayed performance.