Objectives

The primary objective of this tender is to appoint service providers responsible for warehousing, packaging, distribution, and delivery of stationery, textbooks, and related Learning and Teaching Support Materials (LTSM) to schools across the North West Province for the 2026/27, 2027/28, and 2028/29 financial years. The aim is to ensure efficient, timely, and secure distribution of educational materials to support teaching and learning in public schools within the specified period.

Scope

The scope encompasses the following key activities:

• Receiving and storing LTSM consignments in secure warehouses.
• Verifying received consignments against delivery documentation.
• Repacking and labeling materials according to school orders, ensuring no loose deliveries.
• Transporting consignments using roadworthy, enclosed vehicles suitable for the goods.
• Providing all necessary packaging materials.
• Delivering consignments to designated schools, managing offloading, and inspecting goods upon delivery.
• Transferring risk only upon successful delivery and confirmation by the school official.
• Maintaining insurance coverage for stored goods and goods in transit.
• Supporting training on the eLTSM system and ensuring compliance with contractual and legislative requirements.

Technical Requirements

• Provision of secure warehouse facilities with minimum size requirements (e.g., 600m² or two units of 300m²).
• Implementation of security measures including alarm systems, security guards, and fire safety equipment.
• Insurance coverage for goods stored and in transit, covering risks such as fire, theft, flood, vandalism, hijacking, accidents, and natural disasters.
• Use of roadworthy, enclosed vehicles for transportation, compliant with licensing standards.
• Accurate verification and system capture of received consignments.
• Delivery management, including offloading, inspection, and sign-off procedures.
• Adherence to delivery schedules, operating hours (Monday to Friday, 08h00–13h00), and prior arrangement with schools.
• Provision of all packaging materials and system support for tracking and reporting.

Skills Requirements

• Experience in logistics, warehousing, and distribution of educational materials.
• Capability to operate and manage secure warehouse facilities.
• Proficiency in handling and verifying consignments and managing inventory systems (e.g., eLTSM system).
• Competence in vehicle fleet management, including ensuring roadworthiness and compliance.
• Knowledge of insurance requirements and risk management for warehousing and transportation.
• Ability to coordinate delivery schedules and communicate effectively with schools and departmental officials.
• Capacity to provide training and support on the eLTSM system and related processes.
• Compliance with legal, safety, and contractual standards, including record-keeping and audit readiness.