Objectives

The primary objective of this tender is to procure a once-off supply of A4 white bond photocopy paper for Nkonjeni Hospital, operating under the KwaZulu-Natal Department of Health. The quotation process aims to secure a reliable supplier that can deliver the specified goods in compliance with the department's quality standards, legislative frameworks, and preferential procurement policies. The process is designed to ensure transparency, fairness, and cost-effectiveness while promoting government's socio-economic objectives through the allocation of preference points.

Scope

The scope of this tender is limited to the supply and delivery of 200 units of A4 white bond photocopy paper. The contract is a once-off purchase with a validity period of 90 days from the closing date. The goods are to be delivered to Nkonjeni Hospital, located in Mahlabathini. The tender falls under the 80/20 preferential procurement system, as the estimated value does not exceed R50 million. The scope includes compliance with all relevant legislative requirements, including the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations of 2022, and the General Conditions of Contract (GCC).

Technical Requirements

The technical specifications for the paper are detailed in Annexure A of the tender documentation. Key requirements include:

• Product Type: A4 white bond photocopy paper.
• Unit of Measure: Boxes, with a total quantity of 200 units required.
• Quality Standard: The product must conform to S.A.N.S./S.A.B.S. specifications and be of a quality suitable for photocopying and general office use.
• Product Freshness: All products supplied must be new and unused, with a minimum validity period of six months. Expired or used products will not be accepted.
• Delivery: All delivery costs must be included in the quoted price, with delivery to the specified destination at Nkonjeni Hospital.
• Samples: No samples are required for this tender.

Skills and Administrative Requirements

Bidders must demonstrate compliance with several administrative and skills-based requirements to be considered responsive:

• Central Supplier Database (CSD) Registration: Bidders must be registered on the CSD. Failure to be registered or having a failed verification will result in disqualification.
• Tax Compliance: Bidders must have a valid tax clearance status, verifiable via a SARS PIN or through the CSD. Non-compliant tax matters will lead to the quotation being passed over.
• Documentation: Bidders must complete and submit all mandatory forms, including the Official Price Page, SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim Form), and acknowledge the GCC and Special Conditions of Contract (SCC). The quotation must be submitted on the official forms and must not be retyped.
• Disclosure of Interest: Bidders must disclose any relationship with employees of the KZN Department of Health. Failure to disclose correctly will result in disqualification.
• Preference Points: To claim preference points, bidders must submit a B-BBEE certificate or a sworn affidavit (for EMEs and QSEs). Points are allocated to companies that are at least 51% owned by Black People.

Evaluation Criteria

The evaluation process is conducted in three stages:

1. Stage 1: Administrative Compliance: Verification that all mandatory documents are submitted and correctly completed. Non-submission will render the offer non-responsive.
2. Stage 2: Specification Compliance: The bidder must confirm that the product complies with the attached specification.
3. Stage 3: Price and Preference Points: Points are allocated using the 80/20 system, with a maximum of 80 points for price and 20 points for specific goals (Black-owned companies).

Important Contractual Terms

Bidders should note the following key conditions:

• Firm Prices: Only firm prices are accepted; prices must remain valid for the 90-day period.
• Penalties: Delays in delivery may result in penalties calculated using the prime interest rate per day of delay.
• Termination: The department may terminate the contract for default, including failure to deliver or engaging in corrupt practices.
• Cover Quoting: The department will verify for multiple companies and cover-quoting; such practices will lead to immediate disqualification.